Office Coordinator

Job Description

We are looking for a talented and organized individual to join our unique culture of teamwork and collaboration! As an Office Coordinator, you will assist with a variety of tasks related to organization and communication, including managing our Redwood City Office building, supporting our internal team, and working alongside external vendors. You will be the jack of all trades, jumping into different projects as needed, and keeping the office running smoothly.

We are looking for someone who is detail-oriented and a great multi-tasker. Communication skills, both written and verbal, are paramount. You will assist individuals throughout many parts of the organization and be a critical part of the team. You will be the “go-to” person for any office needs and wear many hats.  

This position reports to the Senior Office Administrator, and is based in our Redwood City office location. This role is full-time and expected to be in-office during regular business hours Monday through Friday.

What you’ll do:

• Front Desk Reception:
  • Welcome guests to Balsam Brands, presenting the first impression of the company to visitors
  • Process outgoing shipments and handling of incoming mail and packages
  • Field inbound telephone calls
  • Conduct other administrative duties tied to front desk reception such as faxing, filing, word processing and controlling the office music
  • Receive and distribute mail, including scanning documents to various teams
  • Check Woodside Plaza mailbox weekly and twice a week In Season
• Office Management:
  • General office organization, cleaning, and tidying including management of the office, kitchen, conference rooms, and common spaces
  • Refill supplies and keep inventory, anticipate team member needs for office supplies
  • Assist with onboarding new team members by setting up their desk space, providing office keys and fobs, parking permits, and office orientation
  • Point of contact for property management company and service providers including printers, alarm, and security systems
  • Assist with maintaining seating charts, supporting office norms, and communicating with team members about updates and changes
  • Kitchen management: order and restock snack supplies, ensure the kitchen is tidy, run and empty dishwashers daily (or as needed)
• Facilities Management:
  • Maintain our Redwood City 4 plex, including scheduling cleanings and landscape teams, ordering supplies, ensuring linens are managed, and ensuring trash is taken out and put back
  • Maintain day-to-day operations of facilities, such as delegating or completing maintenance orders
  • Schedule routine inspections and emergency repairs with outside vendors
  • Coordinate with the Warehouse Manager, and Merchandising, Retail, and Media teams in Burlingame to understand space needs in that facility
• Event Planning:
  • Support for in-person office events including lunches, holiday parties, birthdays, new team member welcome events, offsites, volunteer opportunities, and other team building events
  • Procure event supplies and catering
  • Manage event set up and tear down
• Support for Internal Team:
  • Communicate via email, Slack, or verbally with RWC office team or broader team as needed regarding office updates, events, or other announcements
  • Zoom Room Support as needed
• Flexibility and availability to work outside traditional business hours to meet vendors, respond to emergencies, or other reasons
• Assist with ad hoc special projects and events as needed

What you bring to the table:

• 1+ years in office or related experience
• Outstanding organizational skills
• Excellent communication skills, both written and verbal
• Experience with MS Office suite (including Outlook, Word, Excel, and PowerPoint)
• Warm and Courteous demeanor
• Regularly lift and/or move items up to ten pounds
• Occasionally lift and/or move items up to fifty pounds
• This role requires a valid driver’s license and proof of insurance, as well as access to a dependable personal vehicle

Notes: This is a full-time in-office position. Please submit a cover letter and resume.

About Us: Balsam Brands is a global, eCommerce retailer with roots in holiday and home décor. We strive for excellence in everything we do and present a unique opportunity for those seeking to have a meaningful impact in a people-first company that values relationship building, authenticity, and doing the right thing. We have steadily growing teams in Boise, the Bay Area, Dublin, and the Philippines.

The company's mission is to create joy together. We empower our team and partners to love what they do,