Office Coordinator

About mBIOTA Labs

We're on a mission to redefine gut health – and we need you.

mBIOTA Labs is a clinically backed, women-owned and led medical nutrition company on a mission to transform how people think about - and treat - digestive health.

Our products sit at the intersection of healthcare, science, and consumer experience. We build therapeutic, nutrition-based solutions that are rooted in clinical research, shaped by patient needs, and designed to fit into real lives.

We're a fast-growing startup, which means we move quickly and everyone pitches in. We're building a team of thoughtful, curious people who take pride in doing things well.

About the Role

We're looking for an organized, proactive Office Administrator to run our Santa Monica office day to day. This is a full-time, hourly, in-office role, reporting to the General Manager. You'll be expected to start a little before the rest of the team so the office is open and ready each morning.

You'll be the go-to person for how our office runs: the space, the building, the mail, deliveries and shipments, and the vendors who keep it all working. You'll also lend a hand with events and occasional errands across the Founder's broader business portfolio.

This is a hands-on role. Some days that means packing shipments or setting up for an event; others it's chasing a vendor or sorting out a building issue. We care about a space that's organized, welcoming, and ready for guests every day, and we want someone who takes pride in that.

What You'll Do

Office Operations

• Open the office each morning and keep the space tidy, welcoming, and ready for guests
• Welcome visitors, from healthcare providers to partners, and set up the conference room for meetings and video calls
• Keep the kitchen, bathrooms, and shared spaces stocked and organized, and order office and kitchen supplies as needed
• Be the first point of contact for office questions and requests from the team

Office Systems & Admin

• Be the go-to for everyday office tech: set up video calls and conference room screens, troubleshoot printers, computers, and Wi-Fi, and bring in our IT vendor when something needs more than a quick fix
• Help with office projects, such as new furniture, equipment, or layout changes, from order through setup
• Track office purchases, submit receipts, and keep office spending within budget
• Keep required workplace postings current, the first aid kit stocked, and emergency contacts up to date
• Maintain our office playbook, including vendor contacts and how-tos, so recurring work runs smoothly

People & Team Support

• Get new hires set up before day one, including desk, supplies, and key fob, so their first day runs smoothly
• Collect laptops, keys, fobs, and other company equipment during employee offboarding
• Plan small team moments, like birthdays, team lunches, and celebrations

Building & Vendors

• Serve as the main contact for building management
• Manage office key fobs: issue, track, and deactivate them as people join and leave
• Coordinate cleaners, repair people, and other service providers, and follow up until the job is done
• Become the office key holder and, once trained, manage the alarm system

Mail, Shipping & Receiving

• Check, sort, and route the mail daily, sending invoices, tax documents, and bank statements to appropriate leadership and flagging anything time-sensitive
• Receive deliveries and get them put away the same day
• Pack and ship PR, influencer, and sample boxes, and schedule carrier pickups
• Track the product samples kept in the office for sales and provider use
• Keep printed sales and event materials ready to go, including assembling folders and kits
• Assist with processing routine invoices

Events & Errands

• Help set up and break down for events, activations, and office gatherings
• Provide additional administrative support to the Founder and her personal assistant, including running errands and helping keep a nearby rental property guest-ready: restocking between stays, confirming cleanings are done to standard, and handling occasional last-minute needs before check-in
• Pitch in wherever the team needs an extra hand

What Success Looks Like

The person who excels here makes the office feel like it runs itself.

The office is ready every morning. Deliveries are handled the same day, shipments go out on time, and the team can count on the space being clean, stocked, and running smoothly.

You notice things before anyone else does and handle them without being asked. When something is beyond what you can fix, you flag it early with a suggested next step.

Over time, you go from "What would you like me to do?" to "I noticed this needed to happen, so I took care of it."

What We're Looking For

• 1–3 years in office administration, reception, hospitality, retail operations, or a similar hands-on role
• Clear, professional writing and communication, whether you're emailing the landlord, a vendor, or our Founder
• Proactive: you see what needs doing and do it without being asked twice
• Strong attention to detail and pride in a space that's clean, organized, and put together
• Reliable follow-through: a task isn't done until it's actually done and confirmed
• Comfortable with physical work, including lifting and carrying boxes up to 50 lbs and being on your feet for part of the day
• Organized enough to juggle deliveries, errands, and requests in the same day without dropping anything
• Technically inclined: comfortable setting up video calls and screens, troubleshooting printers, computers, and Wi-Fi, and figuring out new tools on your own; plus Google Workspace and basic spreadsheets
• Discretion with mail, building access, and other sensitive information
• A genuine no-task-too-small attitude, plus warmth and good humor with a busy team
• Within commutable distance of Santa Monica, CA; full-time, in office
• Valid driver's license, a clean driving record, and access to a reliable car for local errands and property checks

Bonus Points if You: have run an office or front desk at a startup or consumer brand; have IT support, help desk, or AV experience; have used UPS, FedEx, or other shipping platforms; have helped with events or hospitality; or care about health and wellness.

What We Offer

• Pay range: $23–$28 per hour, depending on experience and fit
• Comprehensive medical, dental, and vision insurance
• 401(k) with employer match
• Unlimited PTO
• Mileage reimbursement at the IRS standard rate for work-related driving
• A close-knit, high-trust team that values reliability, initiative, and getting things done
• Room to grow your responsibilities as you learn the business

mBIOTA Labs is an equal opportunity employer. We welcome applicants of all backgrounds and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law.