At SEY, we are committed to excellence and aspire to world-class operations at every level. We are seeking an Administrative Director who thrives on variety and making order out of chaos. This role is the operational backbone of our company—ensuring seamless coordination across e-commerce, logistics, product launches, and financial operations.
The ideal candidate is a systems-oriented problem solver who can take disparate functions and create efficient, reliable processes. You'll be the person who makes complex logistics invisible to the rest of the organization, who ensures customers have exceptional experiences, and who keeps our financial operations running smoothly. This role requires someone who is detail-obsessed, highly organized, and energized by the challenge of building order and maintaining it as we grow.
For someone who loves variety, gets satisfaction from solving operational puzzles, and wants to be essential to every aspect of a specialty coffee company, this is the opportunity.
E-Commerce Operations & Customer Support
Serve as the primary point of contact for customer inquiries, order issues, and support requests
Provide exceptional, responsive customer service that reflects SEY's commitment to quality
Process and troubleshoot orders, returns, refunds, and shipping issues
Support the production team by processing shipping labels and coordinating order fulfillment
Monitor order flow and proactively address potential issues before they impact customers
Manage customer communication across email, phone, and other channels
Track customer feedback and identify opportunities to improve the customer experience
Maintain product listings, inventory accuracy, and website functionality in Shopify
Logistics Coordination & Management
Serve as the main point of contact for all inbound and outbound logistics across domestic and international markets
Coordinate with customs brokers, freight forwarders, and warehouses to ensure the seamless movement of coffee
Navigate the customs clearance process for coffee arriving from origin countries via ocean and air freight
Manage coffee inventory across multiple warehouse locations
Coordinate shipments to wholesale accounts and direct-to-consumer customers globally
Track shipments, resolve logistics issues, and communicate proactively with stakeholders
Ensure the production team has visibility into incoming inventory and can plan accordingly
Make logistics a non-issue for the rest of the organization through proactive management
Product Launch Support & Coordination
Coordinate cross-functional product launch process with green buying, operations, and marketing teams
Generate print and digital assets for new coffee releases using Adobe Illustrator
Update website with new product listings, descriptions, and imagery
Edit and refine product copy for clarity, accuracy, and brand voice (with potential to create original content over time)
Coordinate customer and wholesale email communications for new releases
Ensure all teams have the information and materials needed for successful launches
Manage launch timelines and ensure deadlines are met across all touchpoints
Create templates and systems to make launches more efficient and repeatable
Financial Operations & Bookkeeping
Add new products, customers, and vendors to financial systems
Process accounts payable and accounts receivable in QuickBooks
Process payments to vendors and suppliers in a timely manner
Support external accountant and bookkeeper with data and documentation as needed
Potential to grow into reconciliation and financial reporting responsibilities over time
Data Management & Systems Building
Maintain accurate data across multiple platforms (QuickBooks, Shopify, Google Suite, etc.)
Build and refine systems to improve efficiency, reduce errors, and create scalability
Create documentation for processes and workflows to ensure consistency
Identify opportunities to automate or streamline repetitive tasks
Implement organizational tools and structures that create order and clarity
Track and report on key operational metrics as needed
Administrative & Executive Support
Manage calendar, scheduling, and meeting coordination for ownership
Coordinate travel arrangements, including flights, accommodations, and itineraries
Prepare for meetings by organizing agendas, materials, and follow-up items
Handle correspondence and communications on behalf of ownership as needed
Anticipate needs and proactively address scheduling conflicts or logistical challenges
Experience & Skills
3-5 years of experience in operations, administration, or a similar role managing multiple functions
Demonstrated experience with e-commerce platforms, preferably Shopify
Experience with bookkeeping, AP/AR, or financial operations
Strong customer service skills with the ability to handle complex situations professionally
Experience coordinating logistics, supply chain, or similar operational functions preferred
Proven ability to manage multiple priorities simultaneously without dropping details
Technical Knowledge
Shopify platform expertise (required for e-commerce management)
Google Suite fluency (Sheets, Docs, Drive, Gmail, Calendar)
Adobe Illustrator proficiency (required for creating print and digital assets)
QuickBooks experience (required for financial operations)
Shopify platform expertise (required for e-commerce management)
Comfortable learning new software and systems quickly
Strong data entry skills with exceptional accuracy
Personal Attributes
Detail-obsessed with exceptional organizational skills
Systems-oriented thinker who creates order and maintains it
Proactive problem solver who anticipates issues before they arise
Comfortable with ambiguity and building processes from scratch
Excellent written and verbal communication skills
Ability to work independently with minimal supervision
Thrives on variety and wearing multiple hats
Calm under pressure and able to prioritize effectively
Passion for specialty coffee and commitment to excellence
Work Location
Hybrid work arrangement with regular presence required at the Brooklyn roastery
Flexibility to work remotely for certain functions
In-office presence is essential for collaboration, logistics coordination, and team alignment
Schedule
Full-time position
Standard business hours with flexibility as needed to accommodate logistics, customer support, and ownership schedule
Occasional availability outside standard hours for time-sensitive issues or international coordination
Base Salary: $80,000 annually
Comprehensive Benefits Package:
Medical, dental, and vision insurance
14 days paid time off plus holidays
Professional development opportunities and flexible training budget
Equipment allowance for tools and technology
Free coffee and products
Submit a cover letter, resume, and references to: jobs@sey.coffee
This position description outlines the general nature and scope of work for this role but is not exhaustive. Responsibilities may evolve as our operations grow and improve.
SEY is an Equal Opportunity employer committed to building an inclusive workforce that reflects the diversity of our community. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law. All qualified applicants will receive consideration for employment.