Office Coordinator (Temp)

ILIA, Inc.•Laguna Beach, CA

2d•Onsite

About The Position

ILIA Beauty is looking to welcome an Office Coordinator (Temp) to support our fast-growing clean beauty brand. This position plays a critical role in creating and fostering an uplifting and positive company work culture for employees and external guests. Emphasis on understanding priority and maintaining cross functional communications across all departments. The role requires strong communication skills, poise and professionalism. A strong bias for action, thinking creatively and strategically, and remaining agile are highly desirable. This role is on-site and will report to our Laguna Beach HQ 4 days a week.

Requirements

1-2 years experience in office administration
Outstanding organizational and time management skills with ability to remain flexible
Strong attention to detail
Initiative, actively anticipating needs and seeking solutions
Ability to work with employees at all levels of the organization, as well as high profile external partners
Commitment to discretion and confidentiality
Ability to multitask

Responsibilities

Maintain an organized and efficient in-office setup that supports team productivity and optimizes daily workflow
Manage incoming and outgoing mail and bulk shipments, (DHL, FedEx, UPS, USPS)
Coordinate and communicate with third-party vendors and property management, overseeing all related scheduling and logistics
Oversee in-office equipment maintenance and coordinate service appointments as needed
Monitor inventory levels and proactively order office supplies to ensure seamless operations
Support employee onboarding and offboarding requests across multiple platforms
Assist with updating company calendar and sending out all-team invitiations
Maintain / manage office security protocols, including Laguna office access and update in-office records
Support in formalizing office standards and procedures to align across all office locations.
Provide ad hoc project management support for department heads as needed, to include: CFO, SVP International, SVP Sales + VM Leads
Manage multiple complex calendars, including scheduling meetings, calls, and travel across multiple time zones
Assist with expense reports, reimbursements, and PO creation
Support event planning, offsites, and department team meetings
Assist in coordinating and executing company events, cross-departmental gatherings
Support employee gifting initiatives, including planning, sourcing, and coordinating delivery for holidays, and recognition moments