IPSY
OfficeCoordinator
Neural analysis suggests this role is
optimal for Mid+ candidates.
“Office Coordinator at IPSY. Skills: Office coordination, Operations management, Vendor management, Project coordination. Manage office operations. Manage vendor relationships”
What You'll Achieve.
Keep workplace running smoothly; Keep workplace running efficiently; Keep workplace running professionally; Ensure consistency; Ensure organization; Ensure positive employee experience; Minimize disruption to the team; Ensure accuracy of payments; Ensure timely processing of payments; Support productivity; Support collaboration
Industry & Context.
Problem-solving mindset; Anticipate needs
On-site role
What They're Looking For.
Must Have
Proven experience in office coordination, Proven experience in administration, Proven experience in operations roles, Organizational skills, Attention to detail, Ability to manage multiple tasks, Ability to manage priorities simultaneously, Experience working with vendors, Experience working with invoices, Experience working with contracts, Experience working with budgets, Experience with basic expense processes, Experience with basic billing processes, Problem-solving mindset, Ability to anticipate needs, Comfort working independently, Ability to take full ownership, Time-management skills, Reliability, Willingness to be on-site, Willingness to be hands-on, Fluency in English
Nice to Have
Experience supporting office renovations, Experience supporting facilities projects, Familiarity with vendor negotiations, Familiarity with cost-control processes, Experience supporting leadership teams, Experience supporting fast-growing offices, Event coordination experience, Employee experience initiatives experience, Spanish fluency
What You'll Do.
Manage office operations
Manage vendor relationships
Manage administrative logistics
Act as on-site point of contact for office
Coordinate with vendors during renovation
Coordinate with contractors during renovation
Coordinate with building management during renovation
Ensure consistency during growth
Ensure organization during growth
Ensure positive employee experience
Oversee office upkeep
Ensure facilities are clean
Ensure facilities are functional
Ensure facilities are well-maintained
Act as main point of contact for building
Act as main point of contact for external
Coordinate meals for offsites
Coordinate transportation for offsites
Coordinate accommodation for offsites
Coordinate meals for meetings
Coordinate transportation for meetings
Coordinate accommodation for meetings
Coordinate meals for visitors
Coordinate transportation for visitors
Coordinate accommodation for visitors
Manage travel bookings for employees
Manage travel bookings for guests
Manage hotel reservations for employees
Manage hotel reservations for guests
Manage logistics for employees
Manage logistics for guests
Lead office renovation project
Act as primary on-site point of contact for
Act as primary on-site point of contact for
Support renovation planning
Coordinate renovation schedules
Track renovation progress
Flag renovation issues
Minimize disruption during renovation
Coordinate expense reporting
Coordinate vendor invoices
Follow up on payments
Provide operational support to Marketing team
Provide support for on-site needs
Provide support for content production
Purchase props for photo shoots
Purchase materials for photo shoots
Purchase supplies for photo shoots
Purchase props for campaigns
Purchase materials for campaigns
Purchase supplies for campaigns
Purchase props for content creation
Purchase materials for content creation
Purchase supplies for content creation
Support marketing events
Support marketing activations
Coordinate administrative tasks for marketing events
Coordinate logistical tasks for marketing events
Keep general inventory of production assets
Create smooth employee experience
Create positive employee experience
Support people operations
Support internal communication
Assist with employee onboarding logistics
Set up workspace for onboarding
Coordinate badges for onboarding
Coordinate access for onboarding
Coordinate welcome materials for onboarding
Coordinate equipment for onboarding
Support internal office communications
Support office announcements
Help organize team meetings
Help organize offsites
Help organize celebrations
Help organize internal events
Act as point of contact for employee questions
Support HR with ad hoc administrative tasks
Support leadership with ad hoc administrative tasks
Maintain organized office environment
Maintain inclusive office environment
Maintain well-functioning office environment
Support collaboration
How You'll Work.
Team & Collaboration
Cross-functional coordination; Work with vendors; Work with contractors; Work with building management; Partner with GM; Support Marketing team; Support People Operations; Support HR; Support leadership
Communication Scope
Interpersonal skills; Employee questions; Office announcements
Process & Methodology
Renovation project management, Schedule coordination, Progress tracking, Issue flagging, Disruption minimization
Full Job Description
ABOUT US Join us in inspiring everyone to express their unique beauty. IPSY is the beauty industry’s most powerful platform, uniting brands, creators, and hyper-engaged consumers with unprecedented access to each other through the ultimate beauty membership. Home to sample-size subscription IPSY Original, full-size subscription IPSY Extra, and quarterly, limited-edition collection IPSY Ultimate, we curate beauty for millions of members so they can play, explore, and express their unique beauty every day. We think self-discovery, self-expression, and confidence are beautiful. Agree? Then join us! Explore careers and learn more about our values, culture, and benefits across all our brands: IPSY Careers. We're proud to be a remote-first company. Our fully remote team members have the chance to live and work where they want, because we believe work should fit into your life—not the other way around. We offer monthly virtual activities, company-wide offsites, professional development, and learning sessions, to help our team members stay connected, engaged, and impactful while working virtually. United States Remote: Remote positions which may be performed in any of the states where IPSY has established a Business presence: Arizona, California, Connecticut, Florida, Illinois, Kansas, Massachusetts, Missouri, North Carolina, New York, New Jersey, Nevada, Ohio, Pennsylvania, Texas, and Washington. California Privacy Notice Beware job scams! IPSY recruiters only use @ipsy.com email addresses. We do not interview via text/message/Teams. We don't ask for software downloads (except Zoom) and we will never ask for sensitive information (like SSN/bank info). Suspect fraud? Report it to law enforcement and [email protected]. About the Role: We’re looking for an Office Coordinator to own the day-to-day operations and administrative needs of our office. This role is essential to keeping the workplace running smoothly, efficiently, and professionally — ensuring that our team can st
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