Teaspressa
Administrative Manager
About Teaspressa:
Teaspressa is a rapidly expanding beverage company dedicated to enhancing your daily drink encounters. Join our TEAm and become an integral part of a dynamic small business making significant strides in the industry. We thrive on the excitement of each day, where no two are alike, and where attributes like resilience, innovative thinking, and adaptability are highly valued. If you're eager to expand your knowledge and expertise alongside a spirited team within a startup-inspired atmosphere, we can’t wait to meet you
Job Description:
As An Administrative manager with Teaspressa, you are responsible for the administrative, operational and financial support of an organization. The duties of an Administrative Manager include strategic planning, overseeing daily operations, delegating tasks to staff and managing personnel.
You will play a pivotal role in facilitating seamless communication and collaboration between various departments and teams within the organization. You will be responsible for ensuring that projects, processes, and initiatives are executed smoothly across departments, promoting efficiency, synergy, and effective cross-functional teamwork and communication.
Key Responsibilities:
- Guide the Organization's Activities
- Long-term planning to support the company’s goals
- Coordinating different teams to foster an exchange of ideas and provide cross-team learning opportunities
- Regularly assessing and analyzing departmental budgets to find ways to optimize profitability
- Inspiring and motivating employees through positive encouragement and incentive initiatives
- Cross-Functional Liaison, acting as the primary point of contact and bridge of communication between the Founder and different departments, ensuring alignment with company goals and objectives.
- Project Coordination, collaborate with managers from all departments to plan, execute, and monitor all company-wide projects, ensuring they are completed on time and within scope.
- Process Improvement, Identify opportunities for streamlining processes and workflows across departments to enhance efficiency and productivity.
- Conflict Resolution, Mediate and resolve conflicts or disputes that may arise between departments, promoting a harmonious working environment.
- Data Analysis, collect and analyze data related to company-wide operations, using insights to make informed decisions and recommendations for improvement.
- Communications facilitate regular meetings, workshops, or training sessions to promote cross-functional understanding and alignment.
- Resource Allocation, assist in resource allocation across departments, ensuring optimal utilization of personnel, budget, and technology resources.
- Other hands-on assistance across departments as necessary.
- Identifying potential problems and points of friction and finding solutions to maximize efficiency and revenue
- Identifying opportunities to expand or shift course based on market changes
- Maintains and directs the daily operations of the business, including coordinating with human resources, legal, sales, marketing, manufacturing, accounting, IT and other departments
- Meets with and reports to the CEO about the company’s daily operation, as well as about the CEO’s plans for any upcoming adjustments or developments to business operations strategy, or other company goals and objectives
- Assist the CEO if this senior executive is out of the office or otherwise engaged
- Helps support other supervisors and employees, including to advise on promotions
- Develops and implements policies for daily operations, and communicates these policy changes to department supervisors
- Ensures alignment with current company policies and goals
- Enforcing regulatory and safety standards
- Oversee Administration, Creates and files SOPs for all operational departments
- Sales, participate in the sales team helping open and close new business, cultivate and grow existing business, and
- Trade Show Program: Responsible for scheduling and signing up for tradeshows, planning, preparing, and executing trade shows.
- Leading and/or participating in meetings
- Oversee HR, onboarding all company Personnel, creating cohesive modules for each department
- Food Safety and Food Audits, assist in oversight on food safety, food safety audits, maintaining food safety audits/certifications, and creating/implementing new food safety protocols.
- Account Receivables, overseeing AR monitoring on-time bill pay and payment collection/terms. Notifying team of issues and delays
- Customer Service and success, ensuring customers both new and recurring are happy and long-life customers fo the brand
Skills and qualifications
- Highly analytical with excellent problem-solving skills
- Empathetic leadership style
- Excellent negotiation, communication, and interpersonal skills
- Superb organizational and time-management abilities
- Entrepreneurial minded, self-starting, self-motivating, and a result-driven approach
- Ability to analyze market trends and develop sales strategies
- Demonstrate ability in strategic planning and project management
- Proven experience in sales and business development roles
Preferred qualifications
- Managerial experience in an office setting
- Deep understanding of budgeting best practices
- In-depth knowledge of Microsoft Office or Google Suite
- Outstanding strategic planning abilities
- Comprehensive understanding of management processes
- Demonstrable resourcefulness in high-stress situations
Compensation:
Salary: $80,000
Bonus Opportunities: Potential 25% of Salary
Total Pay Compensation Potential: $100,000
Sick/PTO policy: 7 paid Holidays and accrual of 80 hours of PTO
Coming Soon: Health Benefits/Retirement when company reaches sales/profit goals
Requirements:
- Job Type: Full Time
- Salaried Position
- Monday to Friday (occasional weekends as needed)
- Work Location: In-Office and In-Person Position at Arizona HQ
- Travel will be required for events throughout the year
Bonus Program Proposal for Administrative Manager:
- Sales Growth (40%):
- Evaluate overall company sales performance against monthly targets.
- Assess trade show success based on budget adherence and sales achievement.
- Measure growth in sales by percentage and customer service KPIs.
- KPI: Beat previous year sales by 5% per month
- KPI: New Customer Growth, 100 sales calls per month
- KPI: Customer 4.5 average rating across all customer service
- Employee, Safety/Payroll/Turnover/Retention (15%):
- Track recruitment metrics such as resumes reviewed, interviews conducted, and new hires onboarded.
- Monitor employee turnover rates and disciplinary actions.
- Measure success in onboarding and retention.
- KPI: Maintain a target retention rate of 90% or higher
- KPI: Maintain or reduce employee turnover rate of 10% or lower
- KPI: Introduce and implement 2 or more SOP for employee training, hiring, retention, safety, etc (HR) per month.
- KPI: Employee call off less than 1.5% of total time scheduled
- KPI: Employee safety, TRIR (total recordable Incident Rate) of less than 1.0%
- KPI: Employee payroll submitted on time
- Manufacturing (30%):
- Evaluate adherence to labor, COGS, expenditure, and inventory budgets.
- Weekly Inventory, tracking product in/out and loss/damage/theft
- Payroll budget planning and adherence to budge
- Assess performance against sales goals and budget allocation for each department.
- Inventory tracking, budgeting, and management
- Food Safety and Food Audits
- KPI: Tracking daily production numbers and hitting goal (goal TBD, to start goal is to take over, overhaul and reform)
- KPI: Tracking payroll vs production and hitting goal (goal TBD, to start goal is to take over, overhaul, and reform)
- KPI: Introduce and Implement 2 new inventory management SOP per month
- KPI: Maintain forecasted company budget management per month, plus or minus 1% flux
- KPI: Introduce and Implement 2 or more food safety (GMP) docs per month
- KPI: Maintain and monitor completion of all GMP docs per month
- Communication KPI (10%):
- Assess documentation and implementation of communication processes.
- Creation of SOP for company and organization of SOP
- Oversee departments are conducting weekly meetings as tasked
- Evaluate the effectiveness of weekly meetings, note-taking, and follow-up actions.
- Follow ups are productivity KPI markers. Making sure meetings are useful and follow through/implementation is happening.
- Measure productivity and organization of meetings.
- KPI: Hold daily leadership meeting (5 a week)
- KPI: Hold weekly Team meeting (4 a month)
- KPI: Hold weekly Inventory meeting (4 a month)
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- Culture/Motivation (5%):
- Evaluate contributions to company culture and team motivation.
- Consider activities such as organizing birthday parties, awards ceremonies, or holiday events.
- Measure adherence to budget and program growth.
- KPI: Maintain budget and keep to budget for employee motivation
- KPI: at least 2 employee recognition per month with awards, maintain birthday list and celebrate, and 1 employee “thank you” day/meal/snack.
Notes:
- The bonus program will be paid quarterly.
- Each KPI will have specific metrics and targets established in collaboration with the Administrative Manager.
- The bonus percentage earned will be capped at 25% of the base salary, as stated in the compensation package.
- Performance reviews will be conducted regularly to assess progress towards bonus targets and provide feedback.
- The bonus program aims to incentivize performance in key areas critical to the success and cohesion of Teaspressa's administrative operations, while aligning with the company's overall goals and objectives.
Job Type: Full-time
Benefits:
- Employee discount
- Paid time off
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Ability to Commute:
- Phoenix, AZ 85006 (Required)
Ability to Relocate:
- Phoenix, AZ 85006: Relocate before starting work (Required)
Work Location: In person