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.

• 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.

• 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.

• 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.

• 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.

• Support with recruitment processes: interview coordination, and candidate communication.
• Handle onboarding and offboarding: verify right‑to‑work documentation, design induction programs, and monitor delivery.
• Support onboarding by preparing welcome kits and ensuring new hires have necessary equipment.
• Coordinate training and development initiatives, maintain records, and manage evaluation and payments.
• Take part to the office life by organizing office events, gatherings and team building and support the MD with internal communication.

• A detail‑oriented and dependable Office Assistant with a strong commitment to supporting daily operations and ensuring the smooth functioning of the workplace.
• Skilled in administrative support, event coordination, inventory management, and front‑office responsibilities.
• Known for a proactive approach, excellent organizational skills, and a collaborative spirit that contributes to a positive and efficient office environment.
• This role requires a high level of confidentiality. Preserving discretion is critical to safeguarding organizational integrity and fostering a culture of trust.
• Proficiency in computer tools (Word, Excel, PowerPoint).

Hermès is proud to offer a variety of benefits to support the needs of our employees and their families, including:

• Commission and bonus incentives based on sales performance
• Medical, Dental, Vision
• Life Insurance and Disability
• Paid time off (15 vacation days, 11 company holidays, 3 floating holidays, 2 wellbeing days, and sick & safe time)
• Paid Parental Leave and…