Overview
Administrative Coordinator Jobs in Rochester, NY at Lake Hour
Title: Administrative Coordinator
Company: Lake Hour
Location: Rochester, NY
The Opportunity
We are a fast-growing spirits-based RTD company looking for a "Swiss Army Knife" to serve as our operational backbone. In a fully remote environment, you will be the digital glue that keeps our leadership organized, our remote culture thriving, and our sales team equipped to win.
This is a "catch-all" role: one hour you’ll be managing a founder’s complex calendar, and the next you’ll be polishing a pitch deck for a major distributor or coordinating the shipment of POS materials to a new retail partner. If you are a proactive problem-solver who loves the fast-paced world of beverage startups, we want you on our team.
Key Responsibilities
1. Executive Support (35%)
- Calendar & Travel: Manage high-volume, multi-time-zone calendars for the leadership team and coordinate end-to-end travel logistics for conferences and market visits.
- Meeting Advocacy: Facilitate Zoom/Google Meet calls, taking detailed minutes and tracking action items to ensure follow-ups are completed across the team.
- Gatekeeping: Act as the primary filter for inbound communications, ensuring leadership remains focused on high-impact strategic priorities.
2. Sales Admin & Marketing Beverage Operations (25%)
- Sales Collateral: Assist the sales team in building and polishing "distributor-ready" pitch decks and presentations (Google Slides/PowerPoint/Canva), ensuring they are client-ready and brand-consistent.
- POS Coordination: Manage the administrative workflow for Point of Sale (POS) materials (e.g., case cards, shelf talkers, displays), coordinating with vendors to ensure assets are designed, printed, and shipped to the right accounts.
- Contract Admin: Manage the administrative side of the closing process, including sending out brand agreements and managing DocuSign workflows.
- Asset Library: Maintain a centralized, cloud-based repository of the latest product photography, sell sheets, and brand assets for the sales team.
3. Remote Operations & Culture (25%)
- Digital Office Management: Oversee our remote tech stack (Slack, Notion, Asana), keeping internal processes and documentation organized.
- Remote Onboarding: Coordinate the logistical side of hiring, from setting up new hire accounts to arranging equipment procurement for remote employees.
- Culture Building: Plan and execute virtual social events and annual company offsites to keep our remote team connected and motivated.
4. Special Projects (15%)
- Own "special projects" such as researching new beverage software, supporting compliance filings, or helping with launch logistics in new markets.
Who You Are
- Experienced: 2–4+ years in a hybrid administrative or operations role, ideally within a spirits, beverage, or high-growth startup environment.
- Tech Savvy: Expert in Google Workspace, Slack, Notion and asynchronous communication.
- Presentation Pro: You have a strong "design eye" and can turn a rough outline into a professional, client-facing sales deck.
- Beverage Curious: A basic understanding of the three-tier system or spirits industry terminology (POS, off-premise, distributor) is a major plus.
- Detail-Oriented: You have an "eagle eye" for typos and formatting, ensuring every pitch deck and contract is 100% accurate.
Compensation & Benefits
- Salary: Competitive base salary based on experience
- Remote Perks: Home office stipend, internet reimbursement, and flexible working hours.
- Equity: Meaningful stock options in an early-stage company.
- Standard Benefits: Comprehensive health, dental, and vision insurance.
