What are the responsibilities and job description for the Office Coordinator position at Hourglass Cosmetics?

HOURGLASS COSMETICS - Office Coordinator

Connected by creativity and driven by purpose. Hourglass Cosmetics is a vegan and cruelty-free beauty brand, redefining luxury cosmetics with high-performance products, innovative formulas, and award-winning franchises. Recognized by Forbes, Fast Company and Time Magazine as one of the most inventive beauty companies, Hourglass leads the industry with its breakthrough products and its commitment to animal welfare. Founded in 2004, Hourglass is globally available in 32 markets and nearly 3,000 doors including Sephora, Ulta, Neiman Marcus, Selfridges, Space NK and more. Hourglass became part of the Unilever Prestige division in 2017. Discover more about the Hourglass brand story and mission on our website hourglasscosmetics.com.

The Office Coordinator is responsible for supporting the flow of the office and creating administrative processes and procedures to enhance company operations. As the initial point of contact for guests and visitors, you will be the face of the company. We are looking for someone who is organized, energetic and looking to add value to a company by helping the office operate effectively so employees can perform to their highest ability. This is an exciting opportunity to learn about the operations of a rapidly growing global brand!

This role is on-site Monday through Thursday in West Hollywood, CA and reports to the Director, Human Resources.

WHAT YOU'LL DO :

Office Administration

Greet clients and visitors, ensure guests are comfortable and connected with the appropriate person.
Answer telephone calls in a friendly and professional manner. Screen calls when appropriate, proactively handle any matters before escalation.
Manage office conference room calendars (via Outlook Calendar).
Support various department's administrative functions (disseminating correspondence, scheduling meetings, off-site errands, etc.)
Aids in the planning and execution of company events (both on-site and off-site) and daily on-site food catering, international visits and more.
Assists with other related clerical duties such as photocopying, faxing, filing, and collating.
Coordinate pick-up and delivery of mail services (FedEx, UPS, etc.). Sort and distribute regular mail daily.
Handles independent projects and other duties as assigned.

Operations

Point person for IT-related matters. Create and monitor IT tickets for company equipment, computer troubleshooting, company network access requests, set-up of workstations, etc.

General office maintenance; responsible for organization and presentation of communal spaces (i.e., conference rooms, kitchens, and patio).

General building maintenance; upkeep of building equipment by monitoring equipment operation and scheduling preventive maintenance and repairs.

Inventory; monitor and order inventory for office and kitchen supplies and handle other office related procurement activities as needed.

Administrative Support for the CMO (25%)

Coordinates logistics for Marketing meetings including organizing agendas, booking meeting rooms, preparing written materials, etc.

Handles administrative tasks such as creating reports, memos, letters, arranging travel, expense reports, and preparing other documents.

Oversees a complex business calendar.

Prioritizes incoming information and appointments and completes assigned tasks and projects as needed.

Builds relationships with internal and external staff to facilitate meeting planning and scheduling for both personal and professional.

Manages confidential information as required.

YOU'LL LOVE THIS JOB IF :

You are a PEOPLE PERSON and strong COMMUNICATOR : You enjoy meeting new people and collaborate well with others. You have a friendly, service-oriented personality.

You thrive in a FAST-PACED environment : You are not overwhelmed by the thought of tackling multiple tasks at a time.

You are AGILE : You adapt well to changing needs and priorities and can pivot easily to achieve goals and deadlines.

You are DETAIL ORIENTED : You appreciate the importance of having detailed and precise information. You are organized and excel at multi-tasking.

QUALIFICATIONS :

Proven experience working in a professional office environment

Associate's / College degree; in business administration or relevant field preferred

Excellent communication skills : the ability to use verbal, written, listening and retention skills to accomplish tasks

Excellent time management skills and the ability to prioritize work.

Attention to detail, thorough, and effective follow-through

Problem-solving and basic troubleshooting skills

Comfortable working in a fast-paced environment

Uses professional discretion for sensitive matters

Proficiency with Microsoft Suite (Outlook, Word, Excel, PowerPoint, etc.)

A high degree of professionalism and a commitment to excellence are essential

Must be able to work from Corporate Office at least 80% of the time.

PHYSICAL REQUIREMENTS :

Ability to lift office products and supplies, up to 20 pounds

Prolonged periods of sitting at a desk and working on a computer

May require some bending, lifting, and carrying

The expected hourly range for this position is $20.00 to $22.00 per hour. The exact base salary is determined by various factors including experience, skills, education, geographic location, and budget. This position is also eligible for participation in the company discretionary bonus plan, based on personal performance and company results.

In addition to base salary, Hourglass Cosmetics offers a competitive benefits package to eligible employees, including medical insurance, dental insurance, vision insurance, life insurance, accident insurance, critical illness insurance, disability insurance, retirement savings plans and company match, paid family leave, education-related programs, paid holidays, discretionary vacation time, and more.

Hourglass is an organization committed to diversity and inclusion to drive its business results and to create a better future every day for its diverse employees, global consumers, partners and communities. If you are an individual with a disability and need accommodation in order to apply for a job listing, please contact us at 310-392-7799 or careers@hourglasscosmetics.com.

Equal Opportunity / Affirmative Action Employer Minorities / Females / Protected Veterans / Persons with Disabilities.

Applicants and employees are protected from discrimination under Federal law. For more information, please see EEO is the Law.

Salary : $20 - $22

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