Office Coordinator

About Us:

Voluspa unveils scents that surprise, delivered with visual delight— an intersection of luxury home fragrances and artistic elements of home décor that inspire fans to spark their self-expression. Founded in 1999, Voluspa is an industry-leading luxury home fragrance brand that designs, markets, and manufactures our products in-house, and distributes them worldwide.

About our Culture:

Voluspa attracts the most talented, innovative, and creative minds in the luxury goods industry. We offer a collaborative and family-oriented environment, uncapped growth possibilities, and lucrative benefits focusing on the well-being of every employee.

Your Impact:

The Office Coordinator is an entry-level, administrative support role within the Human Resources department. Reporting to the HR Recruiting & Events Manager, this position handles day-to-day office and HR administrative tasks that keep the department running smoothly. No prior HR experience is required — we are looking for a reliable, organized, and professional individual who takes pride in their work and supports the team with a positive attitude.

Your Focus:

Front Desk & Office Support

• Greet and assist visitors and employees at the front door professionally
• Answer and route incoming calls and general inquiries to the appropriate HR team member
• Maintain a welcoming and organized front office environment

Filing, Copies & Document Management

• File employee documents accurately and promptly in physical and digital folders
• Make copies, scan, and distribute HR documents as directed
• Maintain an organized filing system for new hire packets, I-9s, and policy acknowledgments
• Audit file completeness on a quarterly basis

Office Supplies — Ordering, Stocking & Inventory

• Monitor inventory levels of all office and HR supplies on a regular basis
• Place supply orders on a routine schedule or as needed; restock supply areas and printer stations
• Track spending against the supply budget
• Source vendors and compare pricing for routine supply needs

Meeting & Calendar Coordination

• Schedule interviews, meetings, and training sessions for the HR team
• Coordinate meetings including agenda preparation, room setup, and attendee communications
• Send reminders and manage conference room bookings
• Take and distribute meeting notes when requested
• Coordinate logistics for onboarding appointments and orientations

Weekly HR Communications

• Compile and distribute the weekly HR communication to employees under the Manager’s direction
• Maintain a communication calendar to ensure consistency and on-time delivery
• Post updates on bulletin boards or internal communication channels as directed

Monthly Safety Board Updates

• Update all safety bulletin boards monthly with current required materials
• Coordinate with the Manager on required Cal/OSHA postings and content refreshes
• Ensure safety boards at all locations are current and properly displayed
• Track posting deadlines and flag upcoming updates in advance

New Hire Paperwork Support

• Prepare and collect onboarding documents
• Assist with I-9 document collection and filing (routing only — not verification decisions)
• Ensure new hire packets are complete

Event & Recognition Support

• Assist with planning and executing company events and recognition programs
• Handle assigned logistical tasks: ordering food, supplies, and coordinating with vendors
• Track RSVPs and communicate event details to employees
• Set up and break down event spaces as directed

General & Miscellaneous Tasks

• Complete ad hoc tasks
• Assist with HR projects, audits, or special initiatives as directed
• Maintain confidentiality of all employee and HR information at all times
• Support a positive, organized, and professional HR department environment

Learning & Certifications:

• BS in Business or related field preferred

Skills & Experience:

• High school diploma or equivalent; some college preferred
• Strong organizational skills and attention to detail
• Professional, friendly demeanor — comfortable greeting visitors and answering phones
• Reliable, punctual, and able to handle confidential information with discretion
• Basic proficiency in Microsoft Office (Word, Outlook, Excel)
• Prior office, administrative, or customer-facing experience (any industry)
• Comfortable in a fast-paced environment with multiple priorities
• Interest in growing within HR or business administration

Compensation:

• Dependent on experience

Perks & Benefits:

• Comprehensive medical, dental, vision, and voluntary coverage to keep you healthy
• 401k retirement plan with company matching to help you build long-term financial security
• Generous vacation and holiday policies so you can rest, reset, and enjoy your life outside work
• Access to wellness programs and gym or fitness reimbursements
• Exclusive employee discounts on products so you can bring the brand you love into your home and experience it firsthand
• Learning programs, workshops, and tuition reimbursement opportunities
• Team-building events, social gatherings, and retreats to connect, unwind, and have fun together