Executive Administrative Coordinator, Vagaro

Salary not provided

$26.00 - $34.00 / hr. Annual Bonus: Up to 10%

Excel

Junior and Mid level

San Francisco Bay Area

Office located in Pleasanton, CA

Business management software for salons, spas, and fitness studios

Be an early applicant

Business management software for salons, spas, and fitness studios

501-1000 employees

B2BEnterpriseInternal toolsMarketingPaymentsSaaSMobileWeb Design

Be an early applicant

Salary not provided

$26.00 - $34.00 / hr. Annual Bonus: Up to 10%

Excel

Junior and Mid level

San Francisco Bay Area

Office located in Pleasanton, CA

501-1000 employees

B2BEnterpriseInternal toolsMarketingPaymentsSaaSMobileWeb Design

Company mission

To help small businesses and independent service professionals reach their objectives by bringing technology solutions that foster growth.

Job

Company

Role

Who you are

High school diploma or equivalent required; Associate's or Bachelor's degree in business administration, office management, or a related field preferred
Minimum of 2 years of experience in office administration, customer service, or a related field
Proficiency in Microsoft Office (Word, Excel, Outlook) and other office equipment (fax, scanner, copier)
Typing an average of 60 WPM
Must work with a high degree of accuracy with strong attention to detail
Ability to prioritize multiple tasks and timelines
Highly Organized
Effective, accurate, and professional verbal and written communication
A strong and genuine desire to provide unmatched team and client support
Strong team contributor
Strategic and forward thinking and communication
Ability to modify work and communication style based on tasks and who you are working with
Ability to effectively work as a team and independently
Able to maintain confidentiality

What the job involves

The Office Coordinator is responsible for maintaining efficient and accurate administrative functions for the organization. This person has exceptional customer service skills to help us manage office operations and provide administrative support across the business
Be an ambassador of company culture and values
Be approachable, reliable, and energetic
Field inquiries from employees
Attend front reception area in order to open and assist with front door
Maintain the overall appearance, organization, and cleanliness of the workplace
Performing daily walkthroughs to ensure workstations, conference rooms, bathrooms, and public spaces on all floors are clean and presentable
Own our in-office pantry and DoorDash programs
Assist in leading the day-to-day operations
Assist in all mail and shipping needs
Assist in addressing building-related needs and requirements including working with building management team
Keep inventory on all Vagaro merchandise
Implement and suggest updates to office policies, procedures, and safety standards (i.e. emergency evacuation plan, visitor registration, security, etc.)
Manage building and vendor communication and visits from start to finish, including: project scheduling, invoicing, and building services booking
Coordinate both in-house and off-site events including the Holiday party, company picnic and Board meetings. Greet Board members upon arrival, order breakfast and set-up prior to meeting
Assist three Executives with managing their calendars and other projects
Partner with the People Operations team to facilitate employee events, new hire photos, company meetings, lunches, customer meet-ups, etc
Maintain inventory and supply management of office supplies, cleaning supplies, bathroom supplies and coffee machine supplies
Submit facilities requests to Property Management
Kitchen Supplies: coffee station items, paper towels, dish soap. Replenish coffee stations daily
Submit desk relocation tickets to IT
Weekend and holiday HVAC management (submit hours of operation and monthly log to Finance and Property Management for records)
Outreach support for hotel bookings: CC authorization form requests and request folios upon guest check out when needed
Process check deposits and maintain accurate records for Finance department. Check log filing (scanning, recording and sending to Finance for records)
Internal communications via email and Teams
Office Events
Rosewood Commons on Campus Events and Initiatives
Oversee property management for Hines/Articul8
Other duties as assigned

Our take

For over a decade, Vagaro has been providing salons, spas, and fitness studios with a full suite of business management and payment processing tools, including payroll, payments, bookings, and marketing. Hitting Unicorn status back in late 2021, there has been surprisingly little fanfare around the company, which crept up on the market to secure an international footprint across the UK, US, Australian, and Canadian markets

Benefitting from an upswing in business during the pandemic, when its salon and fitness clientele were obliged to double down on digital transformation, Vagaro has won the trust of a strong and extensive roster of independent professionals, and in a time of crisis for the sector proved itself to be business-critical. This strong reputation will help ease Vagaro's planned expansion into other regional markets, as it grows its operations into the future.