Wholesale Administrative Assistant Jobs

The role of the Wholesale Admin Assistant (WA) is to support the growth and development of our wholesale ecosystem through administrative support, relationship building, and excellent service. The WA will be a trusted, friendly resource for our expanding list of wholesale customers: cafes, restaurants, schools, businesses, and grocery stores who brew and sell our coffee. This role engages with and strengthens our connections to these partners every day. The WA solicits and processes orders and payments and coordinates with production and warehouse teams to ensure all orders are fulfilled accurately. Exceptional communication skills, a critical eye for details, and a customer service orientation are key necessities for this role.

ESSENTIAL FUNCTIONS:

• Lead and assist in daily administration functions including occasional reception for visitors
• Develop as a trusted wholesale resource for wholesale team members, coworkers, and partners.
• Assist as needed with order cycles in retail and cold brew operations.
• Accurately enter orders into our accounting system and process payments for orders.
• Manage all aspects of the customer order cycle: customer setup, assistance with placing orders, and ensuring order fulfillment, exchanges, tracking, returns, credits, invoices, and delivery confirmation.
• Proactively pursue relationship building strategies: track frequency of touches, extend kind gestures, own problems through to solutions, suggest events/relationship-focused programs for partners, engage with complaints and share feedback with team, solicit team participation in above efforts.
• Attend and participate in bi-weekly Monday morning wholesale meeting. This time is set aside to review the wholesale report and activity report (pending trainings & installs) with wholesale team for upcoming week and future scheduling
• Proactively contribute to planning and communicate with partners to inform and provide relevant information regarding wholesale, including featured promotions and merchandising support. Help partners love being connected to Ceremony.

About Setting a Supportive “Tone”. A desire and a willingness to serve our customers well is an attitude that should be exercised and transmitted constantly. We would like the administrative staff to perform their jobs in a professional manner and encourage them to realize their importance as representatives of Ceremony Coffee on a daily basis.

QUALIFICATIONS AND REQUIREMENTS:

• Reliable transportation
• Excellent verbal and written skills
• Honest, dependable and integral
• High accuracy with processing orders and attention to detail
• Desire to learn about our coffees and services and an enthusiasm to recommend to customers
• Team spirit and flexibility to roll with the punches as we grow and improve
• A problem-solving, can-do attitude

EDUCATION AND WORK EXPERIENCE:

• Minimum college associates degree preferred
• Good working knowledge of MS Office applications
• Minimum 2 years of office administration or specialty coffee experience