Administrative & Office Coordinator

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Reporting directly to the General Manager for the Americas, you will play a key role in ensuring the efficient day‑to‑day operations of the office and provide essential support to the different departments (training, marketing, sales and finance). Your ability to manage multiple priorities and foster collaboration across teams will be critical to the smooth functioning of the organization.

• Oversee daily office operations and address employee needs, including IT equipment, printers, supplies, workspace setup, and maintenance.
• Manage and process all office‑related invoices and bills, ensuring timely payments and accurate record‑keeping in coordination with finance and relevant vendors.
• Manage office supply inventory (including stock room) and coordinate with service providers such as cleaning and water delivery.
• Handle all correspondence, including emails, mail, packages, and deliveries.
• Answer and direct calls from the main office line.
• Maintain a clean, organized workspace aligned with brand standards.

• Provide comprehensive support to the Managing Director, including calendar management, coordination of market visits, HQ and client meetings, preparation of presentations, and execution of ad‑hoc projects.
• Organise and manage travel arrangements and agenda for the Managing Director and team members, including flight and hotel bookings for group travel, corporate meetings, and key industry events (e.g., International Meeting, TFWA, BA Conference).
• Handle expense reporting and reimbursement processes efficiently and in a timely manner.

• Organise logistics for training events, including venues, travel, accommodations, and on‑site needs.
• Coordinate with venue staff on schedules, room setup, AV, and catering.
• Support execution of seminars and workshops, ensuring smooth set‑up and material distribution.
• Prepare training materials, badges, certificates, and delegate kits.
• Track RSVPs and maintain attendance records.

• Maintain inventory of training materials, stationery, and branded items at the Miami office.
• Coordinate material orders and shipments, including international deliveries.
• Update training decks and memo cards from HQ.
• Manage Beauty Advisor grooming standards and related shipments.

• Support recruitment processes: interview coordination and candidate communication.
• Handle onboarding and off‑boarding: verify right‑to‑work documentation, design induction programmes, and monitor delivery.
• Prepare welcome kits and ensure new hires have necessary equipment.
• Coordinate training and development initiatives, maintain records, and manage evaluation and payments.
• Organise office events, gatherings and team‑building activities; support the MD with internal communication.

• A detail‑oriented and dependable office assistant with a strong commitment to supporting daily operations and ensuring the smooth functioning of the workplace.
• Skilled in administrative support, event coordination, inventory management, and front‑office responsibilities.
• Known for a proactive approach, excellent organisational skills, and a collaborative spirit.
• Requires a high level of confidentiality; preserving discretion is critical.
• Proficiency in computer tools (Word, Excel, PowerPoint).

• Commission and bonus incentives based on sales performance.
• Medical, dental, vision.
• Life insurance and disability.
• Paid time off (15 vacation days, 11 company holidays, 3 floating holidays, 2 wellbeing days, and sick & safe time).
• Paid parental leave and transition time.
• 401(k) and Roth retirement plan with company matching and profit sharing.
• Various voluntary benefits (e.g., flexible spending accounts, fitness reimbursement, voluntary life insurance).
• Product discount and EAP resources.
• Access to Calm App, Health Advocate, Family Building Support, and more!

We are looking for a candidate that has a combination of the above attributes and can perform the key functions of the role with or without reasonable accommodations.

The range for this…