What are the responsibilities and job description for the Administrative Coordinator position at Thomas Hammer Coffee Roasters?
ABOUT THE ROLE
The Administrative Coordinator is the welcoming face and operational heartbeat of Thomas Hammer headquarters. This role anchors the front desk, ensuring every visitor, caller, and team member is met with professionalism and warmth. Beyond reception, this position plays an active role in supporting our wholesale and retail divisions through coordination and communication, contributes to light marketing and promotional execution, and helps the broader team run efficiently. This is an ideal role for someone who thrives on variety, takes pride in keeping things organized, and finds satisfaction in being the person everyone can count on.
RESPONSIBILITIES
Front Desk & Office Operations
• Serve as the first point of contact for all visitors, guests, and incoming calls; manage building access and compliance
• Monitor and triage incoming phone calls and direct inquiries to the appropriate team member
• Maintain cleanliness and order of the office environment; manage office supply inventory and coordinate replenishment with the Accounting & Administrative Manager
• Receive, sort, and distribute mail and deliveries; coordinate outbound shipments as needed
• Monitor the automated order platform and flag exceptions or issues for resolution
• Order entry for manual accounts
Wholesale Division Support
• Coordinate wholesale product sample requests—packaging, shipping, and tracking—to support the sales team
• Assist with new wholesale account onboarding coordination: paperwork, setup communication, and account file organization
• Schedule and coordinate equipment service and delivery appointments for wholesale accounts
• Maintain accurate and up-to-date wholesale account contact information in company systems
• Support the sales team with catering event logistics, scheduling, and preparation coordination
• Execute online sale promos as directed by the sales team
Retail Store Liaison
• Serve as the point of contact between retail store managers and headquaters for supply requests and coordination needs
Marketing & Promotional Support
• Create simple promotional and marketing materials using Canva or similar tools—flyers, in-store signage, seasonal promotions, and one-off pieces as needed
• Monitor and respond to customer reviews on Google, Yelp, and other platforms; escalate notable feedback to leadership
• Assist with maintaining product listings and information on the company website and ordering platforms
• Support promotional campaigns as directed by the Director of Sales
HR & Administrative Support
• Assist with new employee onboarding logistics: welcome coordination, paperwork collection, and workspace setup
• Coordinate company events, team recognitions, and internal communications as directed
• Support the Accounting Manager and leadership team with administrative tasks as needed
QUALIFICATIONS
• High school diploma required
• Strong interpersonal skills and a warm, professional demeanor; this role is the face of the company
• Highly organized with strong attention to detail and ability to manage multiple tasks simultaneously
• Proficient in Microsoft Office; experience with Canva or basic graphic tools a plus
• Comfortable learning new software platforms and systems
• Reliable, punctual, and team-oriented; finds satisfaction in supporting others and keeping things running smoothly
• Prior experience in a reception, administrative, or customer-facing role preferred
• This is a full-time, onsite position at Thomas Hammer headquarters