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, provide products and experiences that inspire meaningful moments with family and friends, and give back to our families and communities in impactful ways. When you join Balsam Brands, you'll find a culture of caring people doing challenging work and building a welcoming workplace.
At Balsam Brands, we strive to offer a competitive compensation and benefits package. For permanent, full-time team members, our current package includes:
- Competitive compensation, including a cash-based incentive plan; salary is reviewed yearly and may be adjusted as part of the normal compensation review process
- Comprehensive Medical, Dental, and Vision coverage, with 100% of monthly premiums covered for team members, and 85%+ employer-paid premiums for other coverage tiers that include dependents
- Up to $2,000 annual funding toward HSA accounts
- Medical, transit, dependent care FSA
- Infertility coverage offered on all medical plans
- Generous parental leave program and flexible return options
- Company-paid life and AD&D insurance
- Company-paid short and long-term disability insurance
- 401(k) with dollar-for-dollar company match up to $4,000 per calendar year
- Employee Assistance Program (EAP) and other mental health and wellness perks
- Paid holidays, annual shutdown week, PTO, and volunteer time-off (VTO) packages
- Paid 5-week sabbatical leave after 10 years of employment
- Annual continuous learning benefit up to $1,000 per person, per fiscal year
- Up to $300 flexible reimbursement to support setup of new team member's work-from-home environment
- Generous team member merchandise discount
- Valuable extras: identity theft protection, subsidized parking, monthly wellness, pet insurance, accident & critical illness insurance
The base pay range for this position is: $23 - $28 per hour. Where an individual falls within that range will vary based on several factors including geographic location and may vary depending on candidate qualifications and experience, applicable skills, and other job-related factors. We benchmark our pay ranges against current external data sources and regularly review compensation for our team members. Balsam Brands is committed to providing our team members with an internally fair, externally competitive, and fiscally prudent total compensation package administered in a simple and consistent manner.
At Balsam Brands, we strive to build a diverse, equitable, and inclusive team to fulfill our purpose to create joy together. Balsam Brands is proud to be an equal opportunity employer. We encourage people from all backgrounds, ages, abilities, and experiences to apply. We do not discriminate on the basis of race, ethnicity, religion, national origin, citizenship, marital or family status, disability, sexual orientation, gender identity or expression, pregnancy or caregiver status, veteran status, or any other legally protected status. We will ensure that individuals with disabilities are provided reasonable accommodations to participate in the job application and interview process, to perform essential job functions, and to receive other benefits and privileges of employment.