Office Coordinator

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 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 refreshesEnsure 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 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 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 #J-18808-Ljbffr Voluspa