First Impressions Office Administrator

It's fun to work in a company where people truly believe in what they are doing. At Dutch Bros Coffee, we are more than just a coffee company. We are a fun-loving, mind-blowing company that makes a difference one cup at a time.

Position Overview

As the First Impressions Office Admin at Dutch Bros PHXHQ , you’ll be the extension of the window for our HQ office and the ultimate host! You’ll set the tone for every experience by creating a warm, upbeat, and unforgettable atmosphere for employees, guests, vendors, and crews alike. From the moment someone steps through the door, you’re the reason they feel the Dutch Bros magic. This person will exemplify Dutch Bros’ core values: radiate kindness, get up early, stay up late, change the world.

In this role, you’ll turn the everyday into extraordinary—whether you’re bumpin’ killer playlists to keep the vibes high, serving up delicious drinks to employees and guests, giving fun and insightful office tours, building relationships and serving our teams, be a resource for questions and office needs, or greeting vendors and candidates as they join us on campus. You’ll be the go-to for all things first impressions and foster good vibes.

Beyond welcoming and connecting, you’ll ensure the office is set up for success: intaking and organizing mail, servicing coffee bars and spaces, keeping supplies stocked, supporting execs and employees, supporting office activations, maintaining vendor relations for snacks and various office services, ordering and maintaining coffee product and ensuring everything behind the scenes is dialed in. If you love people, are detail-oriented, and excellent communicator, and want to be part of something bigger, this is the role for you!

Job Qualifications

• •1 year of Dutch Bros broista experience, required
• •Two years of administrative or office experience, required
• •Outstanding customer service
• •Experience performing general administrative tasks using Microsoft Office Suite and Google Suite
• •Basic IT troubleshooting abilities, preferred
• •Exceptional organizational skills
• •Exceptional communication skills, both written and verbal
• •Ability to take initiative and independently solve problems
• •This position is required to drive, when necessary

Location Requirement:

This position is required to be in Phoenix, Arizona and requires 5 days/week in the office

Skills:

• •Customer service oriented
• •Office Administration
• •Initiative
• •Organized
• •Detail-Oriented
• •Problem Solving
• •Effective Communication

Key Results Areas (KRAs):

Create a welcoming and fun-loving environment for visitors and employees:

• •Ensure every employee and visitor is greeted promptly, personally, and kindly - be an extension of the Dutch Bros window and uphold mind-blowing customer service with every interaction
• •Ensure headquarters is promptly open and closed on time utilizing opening, closing, and cleaning checklists
• •Schedule, coordinate, and guide office tours that give guests and crews a mind-blowing and informational experience
• •Manage the reception and common areas to ensure they are clean, organized, stocked, and visually appealing
• •Greet guests with kindness, badge all visitors on campus and ensure they sign-in to campus, filling out necessary waivers and personal information
• •Address complaints or issues related to the office space and resolve them effectively
• •Serve coffee & beverages to employees and guests on a daily basis, upholding Dutch Bros’ three strategic anchors (speed, quality, and service). Offer a drink to every guest
• •Administer employee communications, such as announcements and notifications for office related information
• •Support the celebration system for birthdays and anniversaries at PHXHQ in collaboration with larger Employee Experience team
• •Go the extra mile to ensure all employees have what they need to be successful in their roles and comfortable in their space
• •Support the larger Employee Experience team to facilitate various events and activations as needed (Dub shots, catered lunches, Onboarding facilitation etc.)

Manage day-to-day office operations:

• •Manage office supplies and ensure all areas are stocked and inventoried regularly, tracking and documenting expenses and staying aligned with budget
• •Manage coffee product inventory, ensuring timely restocking and regular rotation of goods
• •Keep all coffee bars clean & stocked throughout each day to ensure consistent experience for everyone
• •Manage music for the office, following our SOP, keeping the volume consistent and using designated Cloud Cover platform
• •Manage Snack vendor relations and ensure service is on budget, meets our standard, snacks are stocked and serving employees best, and vendor is informed of any activations/ updates
• •Track and update seating charts for the office and communicate any updates as needed to key stakeholders
• •Handle incoming and outgoing mail and packages, ensuring effective and timely communication to teams throughout the process
• •Coordinate office maintenance and repairs between the Facilities team and on-site vendors
• •Answer incoming calls and emails and direct them to the appropriate personnel
• •Provide building access for employees & guests, always ensuring the front desk has an FIOA attending during business hours
• •Ensure compliance with office security and access protocols
• •Coordinate the maintenance and repair of office equipment
• •Troubleshoot basic IT and technical issues or escalate them to the IT department, as needed
• •Take initiative to complete daily administrative tasks with little to no oversight; including but not limited to gift card fulfillment, processing mail, processing product orders, responding to emails, and keeping snacks and beverages stocked
• •Use problem-solving skills to address challenges that present themselves and take initiative to find a resolution

Administer cross-departmental & executive support through service, collaboration, and executing various meeting and event responsibilities:

Schedule meetings efficiently, and effectively manage the calendar of incoming guests, in collaboration with EAs and Leadership teams

Prepare meeting rooms with necessary materials including but not limited toequipment and refreshments

Update EE team activations on the office calendar and communicate with Executive support to ensure all activations are up to date and visible

Assist in organizing office events and gatherings

Serve as the first point of contact for other departments, giving resources as needed

Collaborate with colleagues to ensure a cohesive and productive office environment reflective of Dutch Bros’ core values

Provide support to executives and leaders as needed

Other duties as assigned

Physical Requirements:

• •In-Office Environment: Must be able to work in a busy, crowded, and loud office with frequent distractions and interruptions
• •Must be able to collaborate in-person with occasional impromptu in-person meetings

• •Office Conditions: Adaptability to typical office conditions, which may include exposure to air conditioning, heating, artificial lighting, and varying noise levels
• •Mobility: Ability to sit, stand, reach, twist, stretch, and work at a desk for long stretches. Must be able to occasionally move or lift office items up to 25 pounds
• •Hearing Requirements: Hearing must be sufficient or correctable to ensure clear understanding of spoken information, including participating in virtual meetings and phone calls. Use of hearing aids or other assistive devices is acceptable if needed.
• •Reading and Writing Proficiency: Ability to read and write in English is essential for processing documents, drafting reports, and following up on necessary actions. Proficiency in written communication is required to handle job-related tasks effectively.
• •Vision Requirements: Vision must be adequate or correctable to perform essential job duties, such as reading documents on a computer screen and using other visu