Office Coordinator

Welcome! We are a high-growth swimwear brand dedicated to sun-drenched days, sustainable style, and confidence by the water. We’re looking for an Office Coordinator who is the ultimate "anchor" for our team, someone who keeps our headquarters running smoothly while we’re busy designing next summer’s essentials.

As our Office Coordinator, you aren’t just managing desks; you’re the heartbeat of our office culture, the voice of our brand, and the logistics lead for our creative space.

What You’ll Be Doing

1. Chief of First Impressions & Communications

• Voice of the Brand:
  Serve as the primary point of contact for all incoming calls, directing inquiries to the right department with a warm and professional disposition.
• Phone System Management:
  Own our office phone infrastructure (VOIP, extensions, and automated greetings), ensuring the system is updated for holidays, office closures, or team changes.
• HQ Hospitality:
  Greet guests, models, and vendors upon arrival and handle our heavy flow of product samples, shipping and returns.
• Invoice Matching:
  Review and match incoming vendor invoices with purchase orders and delivery receipts to ensure accuracy before payment.
• Filing & Record Keeping:
  Maintain a meticulous physical filing system for all financial documents, ensuring everything is audit-ready and easy to find.
• Expense Tracking:
  Help track office spending and organize receipts for team expenses.
• Vendor Liaison:
  Communicate with vendors regarding payment status and billing discrepancies to keep our partnerships sailing smoothly.

3. E-Commerce

• Order Flow:
  Efficiently process orders to ensure timely delivery and a seamless experience for our customers.
• Inventory Integrity:
  Help track stock levels and assist with inventory counts to ensure our website reflects what’s in the warehouse.
• Returns & Exchanges:
  Be the point person for incoming returns—inspecting items, updating our system, and getting products back into circulation.

4. HQ Logistics & Operations

• Keep our kitchen and supply closets stocked and organized.
• Coordinate with building management, cleaning crews, and repair technicians.

5. Team & Culture Support

• Assist in planning team events.
• Provide administrative support to the Executive team (scheduling, travel booking, and the occasional lunch run).
• Help new hires onboard so they feel like part of the team from Day 1.

________________________________________

• A Master Communicator:
  You have a "great phone voice" and the ability to stay calm and helpful even when multiple lines are ringing.
• The Ultimate Multi-tasker:
  You can manage a phone transfer, track a Fed Ex package, and restock the espresso beans—all without breaking a sweat.
• Tech-Savvy:
  You aren’t intimidated by setting up a phone routing system or troubleshooting a minor tech glitch.
• Detail-Obsessed:
  You notice when the sample rack is messy or a voicemail hasn’t been returned.

• 2–4 years of experience in office administration.
• Technical
  
  Experience:
  
  Familiarity with business phone systems, Microsoft Office and Google Workspace.
• Ability to lift up to 30 lbs. (those boxes of bikinis can get heavy!).
• A "no task too small" attitude and a genuine desire to help others.

• Competitive salary and health benefits.
• 401K with Employer Matching.
• A casual, creative dress code—yes, you can wear your favorite linen set to work.

Think you’re the perfect fit? Send us your resume and a 2-sentence story about the most chaotic office "fire" you’ve ever had to put out.