Office Coordinator
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Job Location:
Mexico City - Mexico
Monthly Salary:
Not Disclosed
Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
ABOUT US
Join us in inspiring everyone to express their unique beauty.
IPSY is the beauty industrys most powerful platform uniting brands creators and hyper-engaged consumers with unprecedented access to each other through the ultimate beauty membership. Home to sample-size subscription IPSY Original full-size subscription IPSY Extra and quarterly limited-edition collection IPSY Ultimate we curate beauty for millions of members so they can play explore and express their unique beauty every day.
We think self-discovery self-expression and confidence are beautiful. Agree Then join us! Explore careers and learn more about our values culture and benefits across all our brands: IPSY Careers.
Were proud to be a remote-first company. Our fully remote team members have the chance to live and work where they want because we believe work should fit into your lifenot the other way around. We offer monthly virtual activities company-wide offsites professional development and learning sessions to help our team members stay connected engaged and impactful while working virtually.
Join us in inspiring everyone to express their unique beauty.
IPSY is the beauty industrys most powerful platform uniting brands creators and hyper-engaged consumers with unprecedented access to each other through the ultimate beauty membership. Home to sample-size subscription IPSY Original full-size subscription IPSY Extra and quarterly limited-edition collection IPSY Ultimate we curate beauty for millions of members so they can play explore and express their unique beauty every day.
We think self-discovery self-expression and confidence are beautiful. Agree Then join us! Explore careers and learn more about our values culture and benefits across all our brands: IPSY Careers.
Were proud to be a remote-first company. Our fully remote team members have the chance to live and work where they want because we believe work should fit into your lifenot the other way around. We offer monthly virtual activities company-wide offsites professional development and learning sessions to help our team members stay connected engaged and impactful while working virtually.
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About the Role:
Were looking for an Office Coordinator to own the day-to-day operations and administrative needs of our office. This role is essential to keeping the workplace running smoothly efficiently and professionally ensuring that our team can stay focused on strategic and revenue-driving priorities.
The Office Coordinator will manage office operations vendor relationships administrative logistics and employee support.
This role will also play a critical coordination role during an upcoming office renovation acting as the on-site point of contact with vendors contractors and building management.
As the office continues to grow and take on new projects this role is key to ensuring consistency organization and a positive employee experience.
This position reports to the Project Manager and is an onsite role based in Mexico City.
What Youll Be Doing:
Office Maintenance & Operations
Youll own the day-to-day functionality of the office and ensure a safe organized and welcoming work responsibilities include:
- Coordinating office services such as cleaning maintenance security internet utilities and other facility vendors
- Receiving sorting and distributing mail packages and deliveries
- Managing office supplies kitchen stock equipment and general inventory; placing orders as needed
- Overseeing office upkeep and ensuring facilities are clean functional and well-maintained
- Acting as the main point of contact for building management and external service providers
- Coordinating meals transportation and accommodation for team offsites meetings and visitors
- Managing travel bookings hotel reservations and logistics for employees and guests
- Leading the office renovation project in partnership with the GM acting as the primary on-site point of contact with contractors and vendors
- Supporting renovation planning by coordinating schedules tracking progress flagging issues and minimizing disruption to the team
- Coordinating billing expense reporting vendor invoices and payment follow-ups to ensure accuracy and timely processing
- Supporting cost control through proper documentation reporting and vendor coordination
Marketing & Creative Support
Youll provide hands-on operational support to the Marketing team particularly for on-site needs and content responsibilities include:
- Purchasing props materials and supplies for photo shoots campaigns and content creation
- Supporting marketing events or activations with administrative and logistical coordination
- Keep general inventory of production assets (props lighting technical equipment and accessories)
People & Team Support
Youll help create a smooth positive employee experience by supporting people operations and internal responsibilities include:
- Assisting with employee onboarding logistics (workspace setup badges access welcome materials equipment coordination)
- Supporting internal office communications and announcements
- Helping organize team meetings offsites celebrations and internal events
- Acting as a point of contact for general employee questions related to office operations
- Supporting HR or leadership with ad hoc administrative tasks as needed
- Helping maintain an organized inclusive and well-functioning office environment that supports productivity and collaboration
What We Are Looking For:
Were looking for someone who is proactive organized and comfortable owning operational details. The ideal candidate will bring:
- Proven experience in office coordination administration or operations roles
- Strong organizational skills and attention to detail
- Ability to manage multiple tasks and priorities simultaneously
- Excellent communication and interpersonal skills
- Experience working with vendors invoices contracts budgets and basic expense or billing processes
- A proactive problem-solving mindset with the ability to anticipate needs
- Comfort working independently and taking full ownership of responsibilities
- Strong time-management skills and reliability
- Willingness to be on-site and hands-on with daily operations
- Fluency in English (and Spanish
Bonus if You Have:
- Experience supporting office renovations or facilities projects
- Familiarity with vendor negotiations or cost-control processes
- Experience supporting leadership teams or fast-growing offices
- Event coordination or employee experience initiatives experience
What We Offer:
- Competitive salary (MXN)
- Paid time off & work from home flexibility
- Learning & development programs
- Free IPSY Original subscription
#LI-SB
Required Experience:
IC
Key Skills
- Office Manager Experience
- Microsoft Office
- Customer Service
- Computer Skills
- Microsoft Outlook
- Microsoft Word
- QuickBooks
- Medical office experience
- Office Experience
- Front Desk
- Microsoft Excel
- Administrative Experience
