Administrative & Office Coordinator

General mission:

Reporting directly to the General Manager for the Americas, you will play a key role in ensuring the efficient day-to-day operations of the office.

In this dynamic position, you will also provide essential support to the different departments (training, marketing, sales and finance), helping to coordinate activities, streamline processes, and contribute to the successful execution of regional initiatives.

Your ability to manage multiple priorities and foster collaboration across teams will be critical to the smooth functioning of the organization.

Main tasks (but not limited to):

OFFICE MANAGEMENT & OPERATION


* Oversee daily office operations and address employee needs, including IT equipment (with consultants), printers, supplies, workspace setup, and maintenance.


* Manage and process all office-related invoices and bills, ensuring timely payments and accurate record-keeping in coordination with finance and relevant vendors.


* Manage office supply inventory (including stock room) and coordinate with service providers (e.g., cleaning, water delivery).


* Handle all correspondence, including emails, mail, packages, and deliveries.


* Answer and direct calls from the main office line.


* Maintain a clean, organized workspace aligned with brand standards.

EXECUTIVE SUPPORT


* Provide comprehensive support to the Managing Director, including calendar management, coordination of market visits, HQ and client meetings, preparation of presentations, and execution of ad hoc projects.


* Organize and manage travel arrangements / agenda for the Managing Director and team members, including flight and hotel bookings for group travel, corporate meetings, and key industry events (e.g., International Meeting, TFWA, BA Conference).


* Handle expense reporting and reimbursement processes efficiently and in a timely manner.

SEMINAR / TRAINING

Training Event Coordination


* Organize logistics for training events, including venues, travel, accommodations, and on-site needs.


* Coordinate with venue staff on schedules, room setup, AV, and catering.


* Support execution of seminars and workshops, ensuring smooth setup and material distribution.


* Prepare training materials, badges, certificates, and delegate kits.


* Track RSVPs and maintain attendance records.

Inventory & Material Management


* Maintain inventory of training materials, stationery, and branded items at the Miami office.


* Coordinate material orders and shipments, including international deliveries.


* Update training decks and memo cards from HQ.


* Manage Beauty Advisor grooming standards and related shipments.

ADMINISTRATIVE AND WORKPLACE SUPPORT

For these tasks, you will work closely with the Perfume & Beauty HR department based at the Paris headquarters and the Hermès of Paris team in New York, to act as an administrative liaison and contribute to the office life.


* Support with recruitm...