Administrative Operations (Office Manager)

Administrative Operations (Office Manager)

Position Description

The Office Manager supports company operations by creating and maintaining office systems. The Office Manager is responsible for the seamless operation of the Olympia Coffee office, including wholesale customer support, accounts payable/receivable, and inventory management.

Benefits include:

Starting Pay - $21.50/hr

Sunday-Thursday, Full Time

Comprehensive products and services discounts package

Paid Time Off - 3 weeks

Paid Sick Days

Medical, Dental, Vision, and Life Insurance (80% employer paid premiums)

Paid Volunteer Hours

Staff Engagement Events

401K After 1 year of Employment

General Responsibilities

• Engage with Olympia Coffee’s wholesale customers, web store customers and company owned cafes including taking orders, invoicing, creating shipping labels and communicating wholesale customer needs with the production team, and manage daily accounts receivable for customers.
• Maintain the inventory of a wide range of products from wholesale merchandise to office supplies and manage accounts payable for inventory products.
• Manage all aspects of accounts payables and receivables

Specific Duties

Wholesale Customer Support

• Create and control daily customer manifest including invoice and shipping label creation and communication of customer needs with the production team.
• Receive payments and ensure that all customers are up to date on all invoices and facilitates overdue accounts towards resolve
• Manage incoming phone calls, receive incoming orders, answer customer questions, find solutions for customer problems, and respond to voicemails
• Manage order email account, receiving orders, and communicating with customers about their orders.
• Maintain relationships with shipping vendors, communicating logistics with customers, and manages shipping issues through to resolution.
• Seek cost savings and system improvements whenever possible.
• Manage orders and product inventory on the website

Inventory Management

• Place orders and maintain an inventory of multiple products, managing and adjusting inventory pars as necessary and communicating backorders to customers and the production and retail team.
• Maintain relationships with merchandise vendors, knowledgeable of all current products as well as proactive in sourcing new items.
• Manage inventory of all office supplies
• Manage accounts payable for all inventory items

Leadership Expectations

• This position will directly manage the office team and delivery staff
• System maintenance and improvement
• Acts as a company leader in core values at all times
• Pursues furthering “Quality of Life” mission of the company
• Upholds department standards and performance based on core values

Desired Characteristics

• Passionate about coffee, great work ethic, and desire to be at Olympia Coffee
• Self-motivated with the ability to solve problems, prioritize tasks, and manage independently
• Mature and professional
• Great written and verbal communication skills
• Capable of handling sensitive and confidential information
• Detail-oriented with excellent follow-through
• Strong computer skills and experience with QuickBooks
• A positive attitude works well as part of a team

Job Type: Full-time

Pay: From $22.75 per hour

Expected hours: 35 – 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Work Location: In person