Job Title: Administrative Coordinator
Department: Human Resources
Location: Coral Gables, Florida
Employment Type: Full Time - Approximately 32-33 Hours per week
Reports To: HR Manager
About OneSpaWorld
OneSpaWorld is a worldwide provider of wellness, beauty, rejuvenation, and transformation experiences at sea on cruise ships and on land at resorts. We hold ourselves to the highest standards of quality and service, and we keep evolving as new advances emerge in the wellness industry.
About the Role
As our Administrative Coordinator, you are the welcoming face and voice of our corporate office. You will greet visitors, manage phone, mail, and package flow, keep supplies stocked, and help plan catering and employee engagement events. You will also support our HR team as needed.
What You Will Do
Visitor and Phone Services
- Greet visitors, understand their needs, direct them appropriately, and manage check-in and badging.
- Answer and route calls and respond to inquiries from employees, candidates, and vendors.
- Keep the reception area welcoming, organized, and tidy.
Mail and Package Handling
- Process outgoing mail and parcels, including postage, labeling, and shipping through FedEx and other carriers.
- Receive, sort, and distribute incoming mail, deliveries, and faxes.
- Keep the mailroom organized and running efficiently.
Office Supplies
- Order office and kitchen supplies, maintain adequate inventory, and keep accurate supply records.
Events and Engagement
- Order catering and coordinate with vendors for office events and meetings.
- Help plan and run employee engagement activities with other departments.
Additional Responsibilities
- Prepare and bind presentations and materials for various departments.
- Manage parking assignments.
- Provide administrative support to the HR team as needed.
What You Bring
- High school diploma (equivalent preferred)
- Typing speed of 40 wpm
- Experience with Outlook, Word, and Excel
- Strong customer service and interpersonal skills, with a professional, courteous manner by phone and in person
- Excellent verbal and written communication skills
- Ability to read and understand simple instructions, short correspondence, and memos, and to write simple correspondence
- Knowledge of basic office procedures, mail and shipping practices, and office equipment
- Strong organizational and time-management skills, with attention to detail
- Ability to multitask, prioritize, and adapt to changing priorities
- Ability to work independently and handle confidential information with discretion
Who You Will Work With
You will work closely with the HR Manager, the HR team, and department heads. You will also interact with employees, candidates, visitors, couriers, shipping carriers, and office supply and catering vendors.
What We Offer
- Paid time off
- Health, dental, and vision insurance [confirm vision is offered; remove if not]
- Healthcare spending and reimbursement accounts (HSAs and FSAs)
- 401(k) with company match
- A variety of ancillary benefits
- Product and services discounts
Our Culture
- Act with Integrity, Always
- Together, We Elevate
- Speak with Purpose, Listen with Care
- Carve the Path Forward
- Always Becoming: We Believe in Better
Skills Required
- High school diploma or equivalent
- Typing speed of 40 words per minute
- Experience with Outlook, Word, and Excel
- Strong customer service and interpersonal skills
- Excellent verbal and written communication skills
- Ability to read and understand simple instructions, correspondence, and memos
- Ability to write simple correspondence
- Knowledge of basic office procedures, mail and shipping practices, and office equipment
- Strong organizational and time-management skills with attention to detail
- Ability to multitask, prioritize, and adapt to changing priorities
- Ability to work independently and handle confidential information with discretion
What We Do
OneSpaWorld is the world's leading spa and wellness company. Through its brand Mandara Spa, the company combines the traditional Balinese healing arts and spirit of generosity with European techniques to offer guests a luxuriously healing experience. Their spas are located in diverse global settings, honoring both the local culture and Balinese traditions.
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