Company DescriptionQI Collective is a fashion brand incubator with hubs in Shanghai, Los Angeles, Sydney, and Melbourne. We collaborate with some of the world's most innovative artists, with key brands in our portfolio including Selkie, Auteur, Maison Amory, and Boskemper. Our work environment is fast-paced and dynamic, encouraging collaboration across creative and operational departments. We foster a goal-centric and human-centric culture, offering team members opportunities to explore areas of interest while aligning with company objectives.
Role DescriptionThe Office Admin Coordinator plays a vital role in ensuring the smooth operation of our Los Angeles office. This position requires a proactive and detail-oriented individual who can efficiently manage administrative tasks, coordinate office logistics, and support the overall function of the team. The ideal candidate will be responsible for office organization, vendor management, event planning, and facilitating communication across departments. This role is perfect for someone who thrives in a fast-paced, dynamic environment and is eager to contribute to the success of a growing fashion incubator.
Responsibilities:- Manage office organization across teams to ensure smooth daily operations.
- Oversee supply ordering and maintain optimal stock levels.
- Organize team gatherings and coordinate team-building activities.
- Manage all shipping accounts and troubleshoot any shipping issues.
- Assist in creating shipping labels for design and development teams.
- Provide weekly updates to management on team progress and office operations.
- Manage expense reports and track office expenditures.
- Coordinate office cleanings and ensure a tidy, well-maintained workspace.
- Maintain a detailed database of invoices and submit to accounting.
- Develop and manage budgets for warehouse and office-related expenses.
- Assist in hiring, onboarding, and training new employees.
- Handle incoming customer inquiries and ensure timely and appropriate responses.
- Plan and coordinate quarterly employee events and activities.
- Maintain company records, filing systems, and document management.
- Act as the primary point of contact for vendors, service providers, and external partners.
- Assist executives and department heads with administrative tasks as needed.
- Monitor and implement office policies and procedures to improve efficiency.
- Schedule and coordinate meetings, appointments, and conference calls.
- Ensure compliance with workplace safety and company guidelines.
Requirements:- Team player with a positive attitude and ability to work independently.
- Excellent written and verbal interpersonal communication skills.
- Strong customer service mindset – eager to help, regardless of the task.
- Quick to understand processes and procedures, with strong attention to detail.
- Initiative to anticipate the needs of others and resourcefulness to find solutions.
- Willingness to assist multiple teams and adapt to changing priorities.
- Proficiency in Microsoft Office (Excel, Word, Outlook) and Google Workspace.
- Prior experience in office administration, coordination, or related roles preferred.
- Ability to manage multiple tasks efficiently and prioritize effectively.
If you are a highly organized and proactive professional looking to support a creative and fast-paced team, we encourage you to apply!
Location: Los Angeles, CA (On-Site)
Position Type: Full-time
Starting Pay: $25/hr
