Office Coordinator

Aprés Nail has innovated the nail market as the creator of Gel-X. Our mission is to improve nail industry standards and the lives of nail artists by providing innovative products that help both them and their services thrive. Our nails are seen everywhere, from the Met Gala to the Oscars to your local nail salon. The Gel-X revolution is real, and we're looking for our next great team member!

The Office Administrator is based primarily at the front desk and is responsible for front-desk operations, greeting guests, managing daily building checks, and providing direct administrative support to the Administration Manager across purchasing, vendor coordination, and event logistics. This role ensures our facility runs smoothly, remains presentable, and provides a positive first impression of our organization, while also supporting the company's growing administrative function.

Front Desk & Visitor Management

●      Greet all visitors, customers, vendors, and interview candidates professionally.

●      Document and record visitor information, issue visitor badges, and notify the appropriate host of their arrival.

●      Support customer order pickups if the company launches customer pickup services in the future.

Facility Walkthroughs & Building Oversight

●      Conduct daily walkthroughs of the entire building (offices, warehouse, lobby, restrooms, break rooms, parking areas).

●      Ensure cleanliness, safety, and functionality.

●      Check break room snacks and beverages to ensure adequate stock.

●      Perform regular inspections and report issues promptly.

●      End-of-day building closure: ensure rooms are locked, lights turned off, and AC units shut down.

●      Conduct monthly fire extinguisher inspections.

Mail, Shipping & Deliveries

●      Handle all incoming and outgoing mail, packages, and correspondence.

●      Coordinate deliveries and arrange pickups as needed.

●      Visit post office, FedEx, DHL, or courier locations for urgent shipments.

●      Pick up and drop off urgent documents or items locally.

Customer Service Voicemail Support

●      Monitor and listen to incoming voicemail messages left for the Customer Service team.

●      Document key details (caller name, contact information, and reason for call) and route the note to the appropriate employee.

●      This role does not include answering or making outgoing phone calls.

Administrative Support

●      Assist with vendor follow-up (local and overseas), including sourcing, price comparisons, and delivery tracking.

●      Support inventory management and replenishment of office and break room supplies.

●      Assist with local printing requests (labels, marketing materials, banners, posters, flyers).

●      Help organize receipts and expense records as directed by the Administration Manager (excluding reconciliation or approval).

Event Support & Corporate Gifting

●      Assist with company event preparation, setup, and day-of arrangements.

●      Prepare beverages, snacks, and hospitality items for VIP guests.

●      Assist with vendor and partner gifts, including sourcing, packing, and shipping.

●      Support trade show/event logistics, including inventory checks, packing, and on-site support.

●      Maintain lobby, reception, and meeting room cleanliness.

Additional Office Support

●      Assist with administrative tasks as needed.

●      Maintain lobby and meeting room product displays.

●      Maintain office supply inventory for reception and public spaces.

●      Provide backup support during high-volume periods.

●      Manage meeting room reservations.

●      Support sourcing of new vendors for replenishing office supplies (cleaning products, break room snacks, office supplies, etc.).

●      Ability to walk the building daily and perform light physical tasks (lifting up to 20 lbs).

●      Strong communication and interpersonal skills; able to greet visitors and communicate professionally with employees and vendors.

●      Detail-oriented and organized, able to manage both front-desk reception and administrative support duties simultaneously.

●      Basic proficiency in office software (Excel, Word, Email).

●      Prior experience in administration, reception, or customer service preferred.