Operations Coordinator

Variety Coffee Roasters is a New York specialty coffee company founded in 2008 as a single cafe, and today roasting and serving our coffee at 8 of our own shops across the city, as well with over 100 dynamic wholesale partners. At Variety, we believe that coffee should be fun. While we take our coffee seriously, we try not to take ourselves too seriously. Seriously.

The Operations Coordinator will be based out of our offices at 340 Stagg St. in Brooklyn, and will report directly to the Director of Operations and financial controller.  The Operations Coordinator is responsible for executing a variety of tasks that support the Director of Operations in ensuring the smooth function of wholesale operations and company communication. They are also the key point of contact for Accounts Payable across both our retail and wholesale programs and play a critical role in the financial management of the company.  This is a full time position working Monday - Friday with start times between 7am and 8am. 

The ideal candidate is dependable, personable, and positive. We’re looking for someone who will approach the job with curiosity and a sense of accountability and transparency in their work, is excited to perfect and improve on existing systems, and communicates comfortably with their team.

THE OFFICE AND OPERATIONS COORDINATOR WILL: 

• Follow a consistent, predictable and transparent schedule for performing office and ops duties, accounts payable, receivable and bookkeeping responsibilities
• Communicate clearly and reliably with external bookkeepers, wholesale customers, and vendors regarding billing and accounts payable details
• Respond to customer inquiries with warmth and immediacy 
• Coordinate among departments to problem solve unexpected issues that arise in coffee order processing, production and delivery 
• Work with Director of Operations to identify potential needs and improvements in office, wholesale and company-wide operations 

RESPONSIBILITIES INCLUDE: 

General Operations

• Wholesale Order Processing
  • Translate incoming wholesale orders into invoices 
  • Run totaling reports for production team
  • Monitor orders@ inbox for late orders and communicate with production and wholesale teams
• Web Store
  • Process orders 
  • Manage communication with online customers
  • Update product pages
• Manage info@ email account
  • Field/sort all emails
  • Answer general business inquiries

Office Coordination

• Answer phone 
• Manage office supplies 
• Open and sort mail 
• Help to maintain a clean and efficient shared work space 
• Identify areas for improvement in workplace flow and organization

Accounts Payable

• Enter weekly invoices into Quickbooks
• Process and mail checks 
• Print out invoices
• Manage Accounts Payable email inbox 
• Collect missing invoices
• Work with vendors to audit statements and invoices 
• Sort and file paper invoices

Qualifications 

• Minimum one year of administrative/operations experience
• Experience with Google Workspace required 
• General computer skills required
• Experience with Quickbooks and Microsoft Excel a plus 

COMPENSATION AND BENEFITS: 

• Annual Salary of 63,000/year 
• 80 hours paid time off per year + 6 paid holidays 
• Medical, vision and dental care coverage are offered beginning one month from hire with an employer contribution of 50%
• Pre-tax transit spending benefits