Office Administrator

Office Administrator

Colgate-Palmolive's Skin Health group is a place for your career to thrive! We offer opportunity, challenge, and a great team of driven and dynamic individuals. Encompassing the innovative skincare brands of PCA SKIN, EltaMD, and Filorga, we are a fast-paced, agile organization dedicated to providing skin care solutions that are backed by science. For more than 30 years. PCA SKIN® has been and continues to be a trusted innovator in the development of highly effective professional treatments and daily care products. Our vision is to improve people's lives by providing results-oriented skin care solutions that are backed by science for the health of your unique skin. EltaMD made the journey to the US in 1988. Backed by science and a deep medical heritage, what started as a little Swiss secret quickly became the trusted choice for wound care and healing products by hospitals and physicians around the world. In 2007, we expanded from healing skin to include protecting skin with the launch of our cosmetically elegant line of sunscreens. Today, we are the number one trusted, recommended and personally used professional sunscreen by Dermatologists in the US. Filorga was the 1st French aesthetic medicine laboratory founded in 1978. The brand has expanded its expertise in aesthetic medicine by providing to the general public a range of revolutionary cosmetic products formulated with NCEF, a unique compound encapsulating in topical application the same ingredients used in injections. More than fifty cosmetic products have become available over time, all of which share the same principle: to combine optimal and clinically proven effectiveness with sensorial textures and premium packaging. Our brands are professionally recommended all over the world. We are part of the Colgate-Palmolive family, which provides our team with domestic and global career growth opportunities in all departments. Our rich benefits includes giving employees access to our amazing skin care products!

The CP Skin Health Group has an exciting opportunity for an Office Administrator to join our US headquarters in Scottsdale, AZ. They will undertake administrative tasks related to the daily operations of our business, ensuring the rest of the staff has adequate support to work efficiently. This role works on-site Monday through Friday, generally 8am to 4pm, with occasional overtime required to support before and after key meetings.

You are a team player who is willing to work hard for the company, with an aptitude to learn anything to support the needs of the business. You are competent in prioritizing and time management. You are an out-of-the-box thinker who can proactively propose solutions as appropriate. You have acute attention to detail and problem solving skills. If you are not satisfied with the answer, you are not happy. You are not afraid to make adjustments for the better. If you have excellent organizational and communication skills, and thrive in a fast-paced environment, we encourage you to apply for this exciting opportunity!

Primary Responsibilities

• Front Office and Receptionist Duties
• Greet and welcome guests in a friendly manner
• Sort mail and packages; manage outbound shipments (generate labels, arrange UPS pickups)
• Arrange meeting logistics, including conference room maintenance, planning and ordering meals and refreshments, book accommodations and car service for visitors
• Create door badges and request parking access for employees
• Liaise with IT to ensure all office technology is in working order; order and manage iPhone and iPad inventory
• Ordering and organizing office supplies, equipment, and ensuring that necessary materials are available to staff.
• Facilities liaison: procure (as needed) and communicate with all 3rd party vendors (handyman, electrician, printer maintenance, building management, etc)
• Overseeing office facilities, including maintenance, repairs, and ensuring a safe and comfortable working environment; ensure the office, conference rooms, and breakroom/kitchen remain in an orderly fashion, organizing on a regular basis; restock beverage refreshments, snacks, and kitchen supplies as needed
• Supporting in planning and executing organization events and activities (Holiday party, Family Day, Quarterly office engagement events, Celebration Lunches, etc)
• Administrative Support: Providing general administrative support to the office, such as assembly of mailings, data entry, internet research, team dinner/event bookings.
• Communication: Distributing internal and external communications, including memos, notices, and announcements.
• Travel Arrangements: Making travel arrangements for executives, including booking flights, accommodations, and transportation.
• Calendar management: resolve scheduling conflicts for executives; work with other admins to coordinate internal and external meetings
• Invoice processing, including raising office-related PO's (Purchase Order)
• Support with the employee onboarding process
• Ad-hoc duties or project involvement upon assignment
• Finance Support: Scanning, coding, and depositing checks
• Processing Sales tax certificates, including ongoing updates
• Assisting the accounting department with accounts payable and receivable calls as needed. Reviewing invoices; research discrepancies. Prepare and mail outgoing checks to vendors.

Minimum Qualifications

• 1+ years of experience in MS Office (Word, Excel) or Google Suite (Docs, Sheets, Slides), with an aptitude to learn in-house programs
• 1+ years experience, troubleshooting office equipment, such as printers, scanners, monitors, HDMI projectors
• Notary Public, or ability to become notary public in first 3 months of employment (at Company's cost)
• 1+ years of experience as Office Coordinator, Receptionist, and/or Executive Assistant positions
• High School Diploma (or GED)

Preferred Qualifications

• Previous experience working in accounting or other database systems.
• Strong relationship building and communication skills - ability to communicate to different levels in the organization and externally
• Attention to detail and accuracy in data entry and documentation.
• Bachelor's or Associate's degree preferred.

Compensation and Benefits

Salary Range $52,000.00 - $58,000.00 USD Pay is determined based on experience, qualifications, and location. Salaried employees may also be eligible for discretionary bonuses, profit-sharing, and long-term incentives for Executive-level roles. Benefits: Salaried employees enjoy a comprehensive benefits package, including medical, dental, vision, basic life insurance, paid parental leave, disability coverage, and participation in the 401(k) retirement plan with company matching contributions subject to eligibility requirements. Additional benefits include a minimum of 15 vacation/PTO days (hourly employees receive a minimum of 120 hours) and 13 paid holidays (vacation days are prorated based on the employee's hire date within the calendar year). Paid sick leave is adjusted based on role and location in accordance with local laws. Detailed information regarding paid sick leave entitlements will be provided to employees upon hiring and may be subject to adjustments based on changes in legislation or company policies.

Our Commitment to Inclusion

Our journey begins with our people—developing strong talent with diverse backgrounds and perspectives to best serve our consumers around the world and fostering an inclusive environment where everyone feels a true sense of belonging. We are dedicated to ensuring that each individual can be their authentic self, is treated with respect, and is empowered by leadership to contribute meaningfully to our business. Equal Opportunity Employer Colgate is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, ethnicity, age, disability, marital status, veteran status (United States positions), or any other characteristic protected by law. Reasonable accommodation during the application process is available for persons with disabilities. Please complete this request form should you require accommodation.