Office Support Administrator

Whole Latte Love; City of Rochester (NY); On-site; USD 35,000 - 55,000; Full time

Benefits offered by this job

Paid training provided

Competitive health and dental insurance plans

401(k) plan with company contribution

Employee discounts on espresso machines

Modern office setting

Job summary

Whole Latte Love in Rochester, NY is seeking an Office Support Administrator to manage day-to-day operations. The role involves greeting visitors, coordinating communications, and providing administrative support across departments.

Successful candidates will demonstrate strong organizational skills, effective communication, and a customer-focused approach. Enjoy a modern office setting with perks including competitive health benefits and opportunities for growth in the specialty coffee industry.

Qualifications

• Experience in administrative support, office coordination, hospitality, or operations support roles preferred.
• Strong organizational skills with the ability to manage multiple tasks and priorities in a fast-paced environment.
• Excellent communication and interpersonal skills with a professional, friendly, and customer-focused approach.

Responsibilities

• Greet and assist customers, vendors, and guests in a professional manner.
• Manage the company’s main phone line, directing calls appropriately.
• Help maintain a clean and organized office environment.

Skills

Organizational skills

Communication and interpersonal skills

Attention to detail

Problem-solving skills

Job description

Company Description

Salzman Group Inc. (Whole Latte Love) is a family‑owned business based in Rochester, New York and the fastest‑growing e‑commerce retailer of luxury espresso machines, coffee, and specialty coffee accessories. For more than 25 years, we have been passionate about helping customers create café‑quality coffee experiences at home through exceptional products, education, and customer support.

Our company has been recognized nationally, being named one of America’s Fastest Growing Online Shops by Statista, America’s Best Online Shops 2026, and America’s Best Customer Service 2024–2026 by USA Today. We foster a collaborative, team‑oriented environment focused on innovation, accountability, and growth, while creating opportunities for our employees to develop and succeed.

Position Overview

The Office Support Administrator plays a critical role in supporting the day‑to‑day operations of the business by serving as a central point of coordination for visitors, incoming communications, administrative support, and office organization. This position combines receptionist responsibilities, customer support administration, office coordination, and operational assistance across multiple departments. This individual will help create a welcoming and professional experience for customers, vendors, and visitors while supporting a variety of administrative and operational tasks, and general office support. The ideal candidate is highly organized, detail‑oriented, adaptable, and comfortable working in a fast‑paced environment while balancing multiple priorities throughout the day.

Key Responsibilities

• Greet and assist customers, vendors, and guests in a professional and welcoming manner
• Assist in coordinating customer drop‑offs/pickups
• Answer and manage the company’s main phone line, including directing and transferring calls appropriately
• Help maintain a clean, organized, and professional office environment
• Assist with occasional business‑related errands
• Coordinate food ordering, food preparation, and organization of deliveries
• Maintain organization and inventory for office food program, and office supplies
• Put away and organize food deliveries, kitchen items, supplies
• Monitor, order, and distribute office, kitchen, and supplies
• Support teams with cleaning, organizing, and maintaining shared workspaces and common areas
• Assist with obtaining quotes and scheduling facility‑related services and repairs
• Coordinate with vendors, contractors, and service companies during on‑site visits
• Support ongoing office and facility organization initiatives

Administrative & Operational Support

• Assist with return‑related tasks including return labels, documentation, and order coordination
• Submit Canada orders to the Canadian warehouse
• Assist with preparing hard copy materials
• Assist with community event scheduling, outreach, and coordination efforts
• Assist with facilitating orders and transfers for products that are being transferred between our office and the warehouse
• Assist marketing and operations teams with repackaging of products and transfer preparation as needed
• Provide administrative support to Sales, Technical Support, Marketing, and Leadership teams as needed

General Expectations

• Maintain professionalism and strong communication across all customer and internal interactions
• Prioritize accuracy, organization, and follow‑through in all administrative tasks
• Adapt to changing priorities and assist across departments as business needs evolve
• Contribute positively to team culture and help support an organized, efficient, and welcoming workplace environment

Requirements

• Experience in administrative support, office coordination, hospitality, or operations support roles preferred
• Strong organizational skills with the ability to manage multiple tasks and priorities in a fast‑paced environment
• Excellent communication and interpersonal skills with a professional, friendly, and customer‑focused approach
• Strong attention to detail and ability to maintain accuracy across administrative and operational tasks
• Ability to work independently while also collaborating effectively across multiple departments and teams
• Comfortable handling inbound phone calls, greeting visitors, and interacting with customers, vendors, and contractors professionally
• Strong problem‑solving skills and ability to remain composed under pressure
• Proficient with computers, software platforms, internal systems, and online tools, with the ability to quickly learn new technology and processes
• Ability to prioritize tasks, stay organized, and follow through on assignments with minimal supervision
• Ability to lift and carry up to 30lbs

Perks Of The Position

• Modern office setting
• Paid training provided; no prior espresso machine experience required
• Competitive compensation based on experience
• Competitive health and dental insurance plans
• 401(k) plan with company contribution after 1 year
• Vacation time, sick time, and paid holidays
• Fully stocked kitchen and beverages available for employees
• DoorDash DashPass membership
• Employee discounts on espresso machines, coffee, and accessories
• Opportunity for long‑term growth within a rapidly expanding company and specialty coffee industry
• Hands‑on exposure to premium espresso equipment and coffee products
• Work alongside a passionate, knowledgeable team within the coffee industry