Executive Administrative Coordinator

Why Vagaro?

At Vagaro, we believe in fostering a collaborative and inclusive work environment where every team member can thrive. Our culture is built on innovation, continuous learning, and a passion for making a positive impact. We support our employees' growth and vision for themselves, offering opportunities for professional development and career advancement. Join us and be part of a team that values creativity, teamwork, and a commitment to excellence.

Plus, we know how to have fun while getting the job done!

The Office Coordinator is responsible for maintaining efficient and accurate administrative functions for the organization. This person has exceptional customer service skills to help us manage office operations and provide administrative support across the business.

* This position is onsite in Pleasanton, CA.*

• Base Hourly Pay: $26.00 - $34.00
• Annual Bonus:
  Up to 10%

• Be an ambassador of company culture and values
• Be approachable, reliable, and energetic
• Field inquiries from employees
• Attend front reception area in order to open and assist with front door
• Maintain the overall appearance, organization, and cleanliness of the workplace
• Performing daily walkthroughs to ensure workstations, conference rooms, bathrooms, and public spaces on all floors are clean and presentable
• Own our in‑office pantry and Door Dash programs
• Assist in leading the day‑to‑day operations
• Assist in all mail and shipping needs
• Assist in addressing building‑related needs and requirements including working with building management team
• Keep inventory on all Vagaro merchandise
• Implement and suggest updates to office policies, procedures, and safety standards (i.e. emergency evacuation plan, visitor registration, security, etc.)
• Manage building and vendor communication and visits from start to finish, including: project scheduling, invoicing, and building services booking
• Coordinate both in‑house and off‑site events including the Holiday party, company picnic and Board meetings. Greet Board members upon arrival, order breakfast and set‑up prior to meeting.
• Assist three Executives with managing their calendars and other projects
• Partner with the People Operations team to facilitate employee events, new hire photos, company meetings, lunches, customer meet-ups, etc.
• Maintain inventory and supply management of office supplies, cleaning supplies, bathroom supplies and coffee machine supplies
• Submit facilities requests to Property Management
• Kitchen Supplies: coffee station items, paper towels, dish soap. Replenish coffee stations daily.
• Submit desk relocation tickets to IT
• Weekend and holiday HVAC management (submit hours of operation and monthly log to Finance and Property Management for records)
• Outreach support for hotel bookings: CC authorization form requests and request folios upon guest check out when needed.
• Process check deposits and maintain accurate records for Finance department. Check log filing (scanning, recording and sending to Finance for records).
• Internal communications via email and Teams
  • Office Events
  • Rosewood Commons on Campus Events and Initiatives
• Oversee property management for Hines/Articul8
• Other duties as assigned

• High school diploma or equivalent required;
  Associate's or Bachelor's degree in business administration, office management, or a related field preferred.
• Minimum of 2 years of experience in office administration, customer service, or a related field.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and other office equipment (fax, scanner, copier).
• Typing an average of 60 WPM
• Must work with a high degree of accuracy with strong attention to detail
• Ability to prioritize multiple tasks and timelines
• Highly organized
• Effective, accurate, and professional verbal and written communication
• A strong and genuine desire to provide unmatched team and client support
• Strong team contributor
• Strategic and forward thinking and communication
• Ability to modify work and communication style based on tasks and who you are working with
• Ability to effectively work as a team and independently
• Able to maintain confidentiality

• Attractive Compensation…