Office Support Administrator

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  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

Reception & Office Support

• 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 work spaces 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,…