Administrative Assistant

About Our Company:

At Da Vien Coffee, we are passionate about bringing the richness of Vietnamese coffee to the world while delivering exceptional experiences beyond the cup. Rooted in tradition, our high-quality coffee beans are handpicked from our hometown farms, offering an authentic, rich, and bold coffee. We are looking for enthusiastic, dependable, and hardworking individuals to join the Da Vien Coffee team and help create exceptional experiences for our guests.

Job Description:

The Administrative Assistant provides comprehensive administrative and operational support to the Corporate Office by coordinating day-to-day office functions, maintaining organized records, managing communications, and assisting with document preparation and business processes. This role supports cross-functional departments by reviewing, organizing, and maintaining leases, contracts, and other corporate documents; coordinating administrative projects; and ensuring the accuracy and confidentiality of company records. The ideal candidate is highly organized, exceptionally detail-oriented, and able to manage multiple priorities while maintaining professionalism and discretion.

Department: Administration

Reports To: CEO

Job Type:

FLSA Status:

Duties & Responsibilities

Administrative Support

• Provide administrative support to leadership and cross-functional departments.
• Manage calendars, meetings, appointments, and conference room scheduling.
• Coordinate internal and external communications on behalf of the office.
• Assist with reviewing, organizing, tracking, and maintaining lease agreements, contracts, and other confidential business documents.
• Prepare, organize, and maintain electronic and physical company records.
• Assist with preparing reports, spreadsheets, correspondence, and presentations.

Office Operations

• Maintain organized filing systems and shared electronic documentation.
• Assist with data entry and maintaining accuracy across multiple databases.
• Coordinate office supply inventory and administrative resources.
• Assist with organizing confidential company records and documentation.

Financial & Vendor Support

• Assist with invoice processing and maintaining vendor documentation.
• Coordinate with Accounting regarding invoice status and supporting documentation.
• Help maintain organized financial records as assigned.

General Support

• Assist with special administrative projects as assigned.
• Perform other administrative duties to support daily business operations.

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of general office administration practices and procedures.
• Basic understanding of document management and office workflows.
• Familiarity with Microsoft Office 365 applications.

Skills

• Strong written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Excellent organizational and time management skills.
• Accurate data entry and document management.
• Calendar management and meeting coordination.
• Ability to prioritize multiple tasks in a fast-paced environment.

Abilities

• Ability to maintain confidentiality when handling sensitive information.
• Ability to work independently while collaborating with multiple departments.
• Ability to identify and resolve administrative issues effectively.
• Ability to maintain accuracy while managing competing priorities.

Qualifications:

Required

• One year of administrative or office support experience.
• High school diploma or GED.
• Proficiency with Microsoft Office 365, including Outlook, Word, and Excel.
• Strong organizational and communication skills.
• Ability to maintain confidentiality.
• Ability to work in a fast-paced office environment.

Preferred

• Associate degree in Business Administration or related field.
• Experience using SharePoint or document management systems.
• Experience working with multiple databases.
• Intermediate Microsoft Excel skills.

Schedule Requirement:

Work Location:

Travel Requirements

• Minimal travel (less than 10%)
• Ability to use a personal vehicle for business travel between company locations.
• Approved business travel mileage will be reimbursed in accordance with company policy

Physical Requirements

• This position primarily operates in a professional office environment.
• Prolonged periods of sitting and working on a computer are required.
• Frequent use of a computer, keyboard, telephone, copier, scanner, and other standard office equipment.
• Occasional standing, walking, bending, reaching, and lifting of office materials weighing up to 20 pounds.
• Ability to perform the essential functions of the position with or without reasonable accommodation.

Compensation:

• $20 - $24 per hour, based on qualifications and experience
• Monthly cellphone reimbursement

Benefits:

• Medical, Dental, and Vision Insurance
• Paid Time Off (PTO)
• Paid Sick Leave
• Paid Holidays
• 401(k)
• Employee Discount
• Complimentary Drinks
• Company-Sponsored Holiday and Team-Building Events
• Professional Development and Advancement Opportunities