Coordinator, Administrative

Summary: John Paul Mitchell Systems is a globally recognized company known for innovative hair and skin care products. The Administrative Coordinator role involves managing front desk operations, assisting clients and visitors, and performing various administrative tasks to ensure efficient office functioning. Responsibilities: - Greet and assist clients, visitors, and employees with professionalism and courtesy - Answer and direct incoming calls promptly and courteously - Manage the front desk, kitchen, and mail/supply room inventory and works with Purchasing to maintain adequate supply levels - Manage incoming and outgoing mail and deliveries - Oversee the onsite lunch benefit for the Wilmer Distribution Center (including PIC, office staff, etc.) - Maintain a clean and organized reception area - Support basic administrative tasks such as document management, copying, scanning, filing, and data entry - Coordinate with internal teams to ensure smooth office operations - Prepare reports, presentations, and correspondence as requested - Support Salon client scheduling and program support for Product Innovation Center (PIC) as needed - Code and reconcile American Express (Amex) card expenses, ensuring proper allocation and compliance with company policies - Use D365 for invoice processing, vendor coding, and financial data entry for accounts payable processes for warehouse operations - Support Wilmer Distribution Center event planning - Other duties as assigned within the scope of the role Required Qualifications: - Greet and assist clients, visitors, and employees with professionalism and courtesy - Answer and direct incoming calls promptly and courteously - Manage the front desk, kitchen, and mail/supply room inventory and works with Purchasing to maintain adequate supply levels - Manage incoming and outgoing mail and deliveries - Oversee the onsite lunch benefit for the Wilmer Distribution Center (including PIC, office staff, etc.) - Maintain a clean and organized reception area - Support basic administrative tasks such as document management, copying, scanning, filing, and data entry - Coordinate with internal teams to ensure smooth office operations - Prepare reports, presentations, and correspondence as requested - Support Salon client scheduling and program support for Product Innovation Center (PIC) as needed - Code and reconcile American Express (Amex) card expenses, ensuring proper allocation and compliance with company policies - Use D365 for invoice processing, vendor coding, and financial data entry for accounts payable processes for warehouse operations - Support Wilmer Distribution Center event planning - Other duties as assigned within the scope of the role - Have a strong work ethic and can-do attitude, leaving a positive impression on everyone you interact with - Collaborate seamlessly with cross-functional stakeholders, fostering a cohesive team environment - Strong time management skills and able to act with a sense of urgency - Highly organized, detail oriented and efficient multitasker - Self-starter and thrives in a fast-paced environment with minimal guidance - Comfortable wearing many hats and moving fluidly between tasks - Utilize relevant industry jargon and terminology consistently in both verbal and written communications - Act and propose new ideas and solutions before asked - You are positive, upbeat, and friendly—with a can-do attitude and a knack for solving problems - Self-described beauty enthusiast, passionate about hair care Required Skills: D365 Important Skills: Document management, Multitasking, Time management Nice-to-Have Skills: Customer service, Collaboration, Problem solving, Attention to detail