People and Administrative Coordinator
Milk Jawn | Philadelphia, PA | Full time | $52,000–$62,000 annually
About us
Milk Jawn is an award-winning, small-batch ice cream company based in Philadelphia. We use fresh, local Pennsylvania dairy and make almost everything by hand in our South Philly production kitchen—from the lemon curd in our Lemon Curd + Blueberry Basil Swirl to the toffee in our Malted Milk Toffee Crunch. What started in our founder’s home kitchen has grown into two scoop shops, a wholesale program, farmers’ markets, and a fiercely loyal following of ice cream lovers. We’re obsessed with crafting exceptional ice cream and making people happy—one scoop at time.
About the role
Exceptional ice cream takes a great team. We’re looking for a People & Administrative Coordinator to help make Milk Jawn a place where that team can do its best work.
Working directly with our founder and CEO, you’ll bring care, organization, and follow-through to the everyday details that shape our employees’ experience. You’ll help candidates feel welcomed, new hires feel prepared, and current team members feel heard, supported, and appreciated.
You’ll also be a trusted right hand to our founder, taking ownership of administrative tasks and projects. This includes handling routine correspondence, organizing files, maintaining spreadsheets and records, improving systems, and providing light marketing support. You’ll be based at our South Philly production kitchen office, with regular visits to both scoop shops to build relationships and stay connected to the team.
This role sits at the intersection of care and execution. By keeping our office systems running like clockwork and taking care of our people, you will make Milk Jawn an incredible place to work.
What you will do
People and culture support
Help employees navigate questions, find resources, and bring concerns to the appropriate manager or founder; follow up so questions and requests don’t disappear.
Partner with managers to keep new-hire check-ins, quarterly reviews, and staff communications consistent and on schedule.
Coordinate thoughtful, timely recognition of birthdays, work anniversaries, accomplishments, and team milestones, along with company events and team outings.
Coordinate employee feedback surveys, summarize themes, and help track agreed-upon follow-up.
Visit our shops and production kitchen regularly, build relationships with employees, and check in on what they need to be successful.
Suggest practical improvements to the employee experience based on what you hear and observe. Managers remain responsible for coaching, performance management, and day-to-day team leadership.
HR administration
Post job openings, screen applications using agreed-upon criteria, coordinate interviews, and keep candidates and hiring managers informed.
Coordinate welcoming, organized onboarding, including first-day arrangements, paperwork, handbooks, account setup, and follow-up check-ins.
Coordinate offboarding paperwork and logistics, and help gather feedback from departing employees.
Maintain accurate, confidential employee records, certifications, and required documentation; track attendance and PTO and flag questions for managers.
Assist with basic payroll tasks in OnPay and benefits coordination.
Coordinate policy refreshers and training logistics with managers, and seek guidance on sensitive or unfamiliar HR matters.
Founder and administrative support
Take ownership of recurring administrative work and agreed-upon projects, keeping the founder informed and anticipating what’s needed next.
Manage general inboxes and routine correspondence, organize receipt files, order office supplies, and maintain useful spreadsheets and records.
Assist with payment verification in QuickBooks, business licensing, grant and program applications, and third-party documentation requests.
Help manage calendars, schedule meetings, prepare materials, and track deadlines and follow-up items.
Improve administrative systems so information is easy to find and work moves smoothly across teams.
Marketing and community support
Coordinate donation requests within established criteria and budgets.
Send event information to business improvement districts and local partners; fulfill requests for photos, logos, and other approved assets.
Help prepare newsletters, basic promotional materials, and website updates using approved copy and brand assets.
Track press coverage and reviews.
Provide administrative support for launches, events, and partnerships, with the founder setting creative direction and designated managers leading event operations.
As part of a small team, you’ll also help with other related tasks and projects as priorities change, especially during our busy ice cream season.
About you
You’re the person who remembers, follows up, finds the answer, and makes things run more smoothly. You enjoy supporting people and taking work off a busy leader’s plate. You bring the same care to a sensitive conversation as you do to an accurate spreadsheet.
Organized and dependable, with strong attention to detail and the ability to juggle competing priorities.
Warm, professional, and discreet; a careful listener and clear, thoughtful communicator.
Resourceful and proactive, with sound judgment about when to act independently and when to seek guidance.
Comfortable taking ownership, solving problems, and seeing tasks through—with a sense of humor along the way.
You have at least three years of relevant administrative, executive support, or people operations experience. You’re comfortable with Google Workspace, spreadsheets, and learning tools such as OnPay, Square Teams, and Slack. HR experience or experience supporting hourly teams in hospitality, retail, or a small business is a plus.
The details
Job type: Full time
Schedule: Monday–Friday, 9 a.m.–5 p.m.
Location: South Philly production kitchen office at 1304 S 9th Street, with regular visits to both Philadelphia scoop shops
Salary: $52,000–$62,000 annually
Benefits: Paid time off; health, vision, and dental insurance; employee discount; free ice cream
How to apply
Apply on this job site or send your résumé to hello@milkjawn.com. Tell us why this role interests you and share an example of how you’ve supported a team or built or improved a process you’re proud of.
We do not use AI to screen candidates. We actually read every application.
We’ll review applications on a rolling basis and reach out to schedule a brief introductory call with candidates who match our criteria. Final candidates will meet with our founder and CEO for an in-person conversation.
Milk Jawn is an equal opportunity employer. We welcome applicants from all backgrounds and experiences.