Office Coordinator

ABOUT US

Join us in inspiring everyone to express their unique beauty.

IPSY is the beauty industry’s most powerful platform, uniting brands, creators, and hyper-engaged consumers with unprecedented access to each other through the ultimate beauty membership. Home to sample-size subscription IPSY Original, full-size subscription IPSY Extra, and quarterly, limited-edition collection IPSY Ultimate, we curate beauty for millions of members so they can play, explore, and express their unique beauty every day.

We think self-discovery, self-expression, and confidence are beautiful. Agree? Then join us! Explore careers and learn more about our values, culture, and benefits across all our brands: IPSY Careers.

We're proud to be a remote-first company. Our fully remote team members have the chance to live and work where they want, because we believe work should fit into your life—not the other way around. We offer monthly virtual activities, company-wide offsites, professional development, and learning sessions, to help our team members stay connected, engaged, and impactful while working virtually.

United States Remote: Remote positions which may be performed in any of the states where IPSY has established a Business presence: Arizona, California, Connecticut, Florida, Illinois, Kansas, Massachusetts, Missouri, North Carolina, New York, New Jersey, Nevada, Ohio, Pennsylvania, Texas, and Washington. California Privacy Notice

Beware job scams! IPSY recruiters only use @ipsy.com email addresses. We do not interview via text/message/Teams. We don't ask for software downloads (except Zoom) and we will never ask for sensitive information (like SSN/bank info). Suspect fraud? Report it to law enforcement and [email protected].

About the Role:

We’re looking for an Office Coordinator to own the day-to-day operations and administrative needs of our office. This role is essential to keeping the workplace running smoothly, efficiently, and professionally — ensuring that our team can stay focused on strategic and revenue-driving priorities.

The Office Coordinator will manage office operations, vendor relationships, administrative logistics, and employee support.

This role will also play a critical coordination role during an upcoming office renovation, acting as the on-site point of contact with vendors, contractors, and building management.
As the office continues to grow and take on new projects, this role is key to ensuring consistency, organization, and a positive employee experience.

This position reports to the Project Manager and is an onsite role, based in Mexico City.

What You’ll Be Doing:

Office Maintenance & Operations

You’ll own the day-to-day functionality of the office and ensure a safe, organized, and welcoming work environment. Key responsibilities include:

• Coordinating office services such as cleaning, maintenance, security, internet, utilities, and other facility vendors

• Receiving, sorting, and distributing mail, packages, and deliveries

• Managing office supplies, kitchen stock, equipment, and general inventory; placing orders as needed

• Overseeing office upkeep and ensuring facilities are clean, functional, and well-maintained

• Acting as the main point of contact for building management and external service providers

• Coordinating meals, transportation, and accommodation for team offsites, meetings, and visitors

• Managing travel bookings, hotel reservations, and logistics for employees and guests

• Leading the office renovation project in partnership with the GM, acting as the primary on-site point of contact with contractors and vendors

• Supporting renovation planning by coordinating schedules, tracking progress, flagging issues, and minimizing disruption to the team

• Coordinating billing, expense reporting, vendor invoices, and payment follow-ups to ensure accuracy and timely processing

• Supporting cost control through proper documentation, reporting, and vendor coordination

Marketing & Creative Support

You’ll provide hands-on operational support to the Marketing team, particularly for on-site needs and content production. Key responsibilities include:

• Purchasing props, materials, and supplies for photo shoots, campaigns, and content creation

• Supporting marketing events or activations with administrative and logistical coordination

• Keep general inventory of production assets (props, lighting, technical equipment, and accessories)

People & Team Support

You’ll help create a smooth, positive employee experience by supporting people operations and internal communication. Key responsibilities include:

• Assisting with employee onboarding logistics (workspace setup, badges, access, welcome materials, equipment coordination)

• Supporting internal office communications and announcements

• Helping organize team meetings, offsites, celebrations, and internal events

• Acting as a point of contact for general employee questions related to office operations

• Supporting HR or leadership with ad hoc administrative tasks as needed

• Helping maintain an organized, inclusive, and well-functioning office environment that supports productivity and collaboration

What We Are Looking For:

We’re looking for someone who is proactive, organized, and comfortable owning operational details. The ideal candidate will bring:

• Proven experience in office coordination, administration, or operations roles

• Strong organizational skills and attention to detail

• Ability to manage multiple tasks and priorities simultaneously

• Excellent communication and interpersonal skills

• Experience working with vendors, invoices, contracts, budgets, and basic expense or billing processes

• A proactive, problem-solving mindset with the ability to anticipate needs

• Comfort working independently and taking full ownership of responsibilities

• Strong time-management skills and reliability

• Willingness to be on-site and hands-on with daily operations

• Fluency in English (and Spanish

Bonus if You Have:

• Experience supporting office renovations or facilities projects

• Familiarity with vendor negotiations or cost-control processes

• Experience supporting leadership teams or fast-growing offices

• Event coordination or employee experience initiatives experience

What We Offer:

• Competitive salary (MXN)

• Paid time off & work from home flexibility

• Learning & development programs

• Free IPSY Original subscription

#LI-SB