Office Administrator

Reliant Coffee; Town of Florida (NY); On-site; USD 40,000 - 55,000; Full time

Job summary

Reliant Coffee is seeking a proactive Office Administrator to join our fast-growing team in Town of Florida, NY. In this vital role, you'll manage sales orders, logistics coordination, and maintain organized operational support.

The ideal candidate is detail-oriented, tech-savvy, and reliable, with at least two years of relevant experience. You'll liaise between customers and staff while ensuring a smooth workflow. Our company values accuracy and offers a supportive environment.

Qualifications

• Minimum two years’ experience in an office or administrative setting.
• Experience with Quickbooks accounting software required.
• Professional phone etiquette and clear writing skills.

Responsibilities

• Receive sales orders via phone and email.
• Logistics coordination for the warehouse team.
• Assist in maintaining healthy cash flow.

Skills

Tech Literacy

Detail-Oriented

Communication

Reliability

Bilingual (preferred)

Tools

Quickbooks

Microsoft Office

Job description

Reliant Coffee LLC, a fast-growing nationwide coffee distribution and services company, is looking for a sharp, organized, and proactive Office Administrator to join our team. This isn’t just a "desk job"—you will be the central hub of our daily operations. You will handle everything from the initial sales order to ensuring the warehouse has the proper documentation needed to ship it out, while also assisting to keep our accounts receivable on track.

The ideal candidate is someone who thrives on accuracy, enjoys a fast-paced environment, and is comfortable communicating with both customers and warehouse staff.

Key Responsibilities

• Order Management & Data Entry: Receive sales orders via phone and email.
• You will be responsible for entering these into our system with 100% accuracy to ensure customers get exactly what they ordered.
• Logistics Coordination: Act as the bridge between the office and the dock by creating daily "pick lists" for our warehouse team.
• Accounts Receivable (AR) Support: Assist our AR specialist in maintaining healthy cash flow by tracking outstanding invoices and making professional collection calls/emails, as needed, to ensure timely payments.
• Office Liaison: Manage the "front of house" by answering incoming calls, sorting mail, and maintaining organized digital and physical filing systems. Keep office area organized and clean.
• Problem Solving: Tackle daily administrative hurdles to keep the workflow moving smoothly for the sales and logistics teams.

Qualifications & Skills

• Tech Literacy: Previous experience with Quickbooks accounting software required. Working knowledge with Microsoft Office (Word, Excel, Outlook) and ability to learn new company order-entry software quickly required.
• Minimum two years’ experience in an office or administrative setting. We are willing to train the right person who has the right attitude.
• Detail-Oriented: Have basic bookkeeping skills including knowledge of debits and credits, and chart of accounts. Take pride in catching small errors before they become big problems.
• Communication: Professional phone etiquette and clear, concise writing skills. This position has high customer contact.
• Bilingual (Highly Preferred): Proficiency in English required, Spanish is a plus.
• Reliability: Self-starter, a person who shows up on time and gets the job done without being micromanaged.