Operations Admin & HR Coordinator

We are seeking a reliable and detail-oriented Operations Admin & HR Coordinator to support our growing team of approximately 100 employees across our New York retail cafés and online coffee operations. This role combines key responsibilities in payroll processing, employee documentation, and administrative coordination between our U.S. operations and our international headquarters in Denmark.

You will play a vital role in ensuring payroll accuracy, supporting our team with HR-related queries, and maintaining structured administrative processes to help the organization operate smoothly and in compliance with internal and legal standards.

Payroll & Benefits:

• Process and run weekly payroll accurately and on schedule

• Liaise with employees regarding salary, benefits, tax, and pension-related questions

• Coordinate with payroll service providers and ensure compliance with local and federal laws as well as company policies

• Monitor time-tracking systems and resolve discrepancies

Employee Documentation & Records:

• Collect and maintain up-to-date employee records including contracts, tax forms, onboarding documents, and proof of eligibility to work

• Ensure all required documentation is submitted and stored securely

• Assist with on-boarding and off-boarding processes, including administrative setup and exit formalities

 Administrative Coordination:

• Serve as the point of contact between U.S. operations and HQ for employee and administrative matters

• Support HQ in data collection, reporting, and compliance-related tasks

• Help implement administrative processes and improvements across the team

• Perform regular checks on organizational costs and ensure internal documentation is up to date

Internal Logistics

• Manage daily inter-store and warehouse logistics

• Coordinate internal deliveries and stock replenishment

• Maintain accurate inventory levels across all locations

• Liaise with suppliers and external couriers to ensure timely arrivals

• Collaborate with store managers and purchasing teams to align logistics with operational needs

Key Qualifications & Experience

• Prior experience in payroll administration, HR coordination, or office administration

• Familiarity with U.S. labor laws, payroll systems, and benefits administration

• Excellent organizational skills and attention to detail

• Strong interpersonal and communication skills with the ability to handle sensitive matters confidentially

• Ability to manage administrative tasks efficiently and independently

What We Offer

• A dynamic and supportive working environment in a growing specialty coffee company

• Opportunities to contribute to process improvements and people operations

• Employee discounts and access to our café and coffee products

• Flexible work arrangements where possible

• Salary range: $60,000 - $68,000