Office Assistant

Imagine the innovation and expertise behind the world’s leading cosmetic brands, brought to you by a distinguished Italian company with a legacy of excellence. Since 1972, Intercos Group has been at the forefront of color cosmetics, pencils, nail polish, skincare, and personal care products. We pride ourselves on being the only cosmetics manufacturer that combines top-tier quality and advanced technology with a global reach and a personalized touch. With 16 commercial offices and 16 production facilities across 12 countries, Intercos Group brings a local approach to a global stage. We continually set the standard for beauty, crafting exceptional product lines for brands worldwide. As one of the largest suppliers in the cosmetics industry, we are a leading force in the research, development, and production of beauty products, shaping the future of the industry with every season. Position Summary The Office Assistant is responsible for managing front-desk operations, creating a professional and welcoming environment for clients, visitors, and staff, and overseeing day-to-day office administration. This role serves as the first point of contact for external guests while ensuring the smooth operation of office services, supplies, and facility needs. The Office Assistant will support the Account Development and broader business teams by coordinating administrative functions, maintaining office organization, and assisting with event and meeting logistics. Essential Functions Reception & Front Desk Management Greet and assist visitors, clients, and vendors in a professional and courteous manner. Answer, screen, and direct incoming phone calls, emails, and inquiries. Manage incoming and outgoing mail, courier services, and package deliveries. Maintain the reception area and conference rooms in clean, organized, and client-ready condition. Office Administration Oversee office supply inventory, placing orders and tracking usage to ensure availability. Coordinate office equipment maintenance, repairs, and IT support requests as needed. Serve as the main contact for facility vendors, including cleaning, security, and maintenance services. Assist with travel arrangements, meeting scheduling, and catering for internal and external events. Support onboarding logistics for new employees (desk setup, building access, welcome materials). Administrative & Department Support Provide administrative support to the Account Development team and other departments as needed. Assist with document preparation, filing, and recordkeeping. Help coordinate company events, trade shows, and client meetings by managing schedules, logistics, and supplies and stocking the showroom. Track and process invoices, expense reports, and purchase requests related to office and facility management. Maintain compliance with office health, safety, and security policies. Suggest improvements to office operations, workflows, and vendor relationships. Ensure confidentiality and professional handling of sensitive company and client information. Job Qualifications B.S. in Chemistry, Chemical/Industrial Engineering, or related degree. Strong understanding of chemical processing concepts including heat transfer, mass flow, and instrumental & statistical analysis and how it is applied to personal care products. Minimum four (4) years in a science-related industry, preferably in cosmetic & personal care in a cGMP manufacturing environment. Exceptional communication skills with an ability to effectively convey complicated data and timelines with all cross-functional teams; R&D Formulation Chemists, Technical & Operational Manufacturing, Packaging, and Marketing/Product Development. Proficiency in MS Office applications. Health Insurance: Comprehensive medical, dental, and vision coverage Retirement Plans: 401(k) plan, often with company matching Life Insurance: Coverage for employees in the event of death or disability Paid Time Off (PTO): Vacation days, sick leave, and personal days Holidays: Paid company holidays and floating holidays Professional Development: Training programs and opportunities for career advancement Company Events: Team-building activities, social events, and company outings Employee Assistance Programs (EAPs): Confidential counseling and support services for personal and professional issues. EEO Intercos Group is committed to creating a diverse and inclusive workplace where everyone is valued and respected. We believe that a wide range of perspectives and experiences enhances our innovation and success. We are an Equal Opportunity Employer and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other legally protected status. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to any of these characteristics. We are dedicated to providing a work environment that is free from discrimination and harassment and promotes equal opportunity for all. #J-18808-Ljbffr