Office Coordinator

REPORTS TO: Executive Assistant

LOCATION: P&G Specialty Beauty Office in Flatiron/Chelsea

WORK SCHEDULE: in-person, 4-5 day/week

CLASSIFICATION: full-time, non-exempt (hourly)

ESTIMATED SALARY: $60k ($28.85/hour)

ABOUT US

Farmacy Beauty is a rapidly growing clean skincare company based in NYC and Mahwah, NJ. Our mission is to cultivate conscious beauty: good for your skin, better for the planet. Our formulas are rooted in quality, farm-sourced ingredients, and powered by potent actives for clinical results.

farmacybeauty.com | @farmacybeauty 

ABOUT THE ROLE

We are seeking an Office Coordinator to ensure the smooth operation of the P&G Specialty Beauty New York Office, home of brands like FARMACY, TULA, First Aid Beauty, Each & Every, and OUAI. In this role, you’ll oversee + execute anything on-site: day-to-day operations like pantry stocking, package sorting, and office supply procurement, as well as larger or one-off projects like on-site meeting coordination, design & decoration, and maintenance & repairs. You are a highly organized, proactive individual with a knack for problem-solving and a passion for creating a welcoming and efficient work environment. You’ll collaborate with all employees across brands, most frequently partnering with HR, Finance, and EAs. You’ll also work with external partners like the building manager, IT, housekeeping, recruiting candidates, retailer partners, suppliers, caterers, and VIP visitors. You’ll report to the FARMACY Executive Assistant.

KEY RESPONSIBILITIES

1. Welcoming reception. Be the first face any new person sees when entering the office.
2. Receiving. Receive, organize, and direct any incoming packages, meeting internal and external guests, repair workers, new employees, etc. 
3. Property Management Liaison. Act as primary point of contact with property management, coordinating as needed with building supervisor, security, external vendors, couriers, and janitorial staff. 
4. External meetings. Plan for larger external meetings, conferences, corporate events, etc. Partner with Executive Assistant to facilitate best-in-class on-site VIP meetings.
5. Reservations. Coordinate all bookings of meeting rooms (for any non-FARMACY employee who cannot access self-service booking system) 
6. Catering. Execute all on-site catering requests.  
7. Budget. Partner with EA to support annual forecasting and monthly expensing & reconciliation process for office expenses like maintenance & repairs, snacks, catering, office supplies, furniture, etc. 
8. IT Liaison. Troubleshoot basic IT issues around WiFi, video conferencing A/V, printers, and security cards. Escalate to external IT partners as necessary.
9. Inventory management. Proactively assess and maintain office and kitchen inventory.
10. Other. Manage ad hoc projects and runs as directed by EA and HR.

EXPERIENCE, SKILLS, + REQUIREMENTS

• Minimum 1, ideally 2-3+ years of professional administrative experience.
• Exceptional organizational skills. 
• Experience managing major purchases (catering, merchandise/swag, office equipment, event supplies).
• Skilled in fostering and maintaining trusting relationships with diverse employee groups and external stakeholders.
• High self-awareness and emotional intelligence; a keen ability to read the room and identify needs with little to no direction.
• Authorized to work in the United States without the need for current or future sponsorship from employer. Immigration sponsorship is not available for this role.

BENEFITS

• Salary: $60,000 per year ($28.85/hour)
• 10 days PTO + 5 sick/personal days per year
• 16 annual Company holidays
• Health insurance
• Dental insurance 
• Vision insurance 
• Life insurance ($25,000 policy, free to employees) 
• Commuter benefits (Transit + Parking FSA)
• Health care FSA
• Dependent care FSA
• 401(k) retirement savings plan, with up to 4.0% company match with no vesting period (after 6 month eligibility waiting period)
• 16-weeks 100% paid parental leave for birth mothers and adoptive parents, 8-weeks 100% paid parental leave for all other parents
• $40/month phone stipend
• Adoption & Surrogacy Support, $10,000/event reimbursement with $40,000 lifetime cap
• Quarterly Gratis Product Stipend
• Monthly Exercise/Gym Reimbursement