Coordinator, Administrative

Who We are

John Paul Mitchell Systems (“JPMS”) is recognized worldwide for developing and marketing innovative hair and skin care products since 1980. We’ve been serving the professional beauty industry with salon-quality hair care products, styling tools and professional hair color through our family of brands including Paul Mitchell, MITCH, Awapuhi Wild Ginger, Tea Tree, Paul Mitchell Tools, Neuro, The Demi, Paul Mitchell the color, Blonde, and Color XG.

We were the first professional hair care company to take a stand against animal testing and continue our strong commitment to giving back, supporting a wide range of philanthropic causes both domestically and internationally. Sustainability has always been a priority, and we are committed to making our company operations climate neutral to preserve the beauty of the world around us.

About the Role 

The Administrative Coordinator role supports all front desk administrative responsibilities. The individual will serve as the first point of contact for visitors and clients, manage reception duties, and provide basic administrative assistance to ensure efficient office operations.

What You will Do:

• 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

Who You Are:

• 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

What You’ll Need:

Skills: 

• Must possess basic computer and switchboard phone skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to learn new computer applications quickly
• Proficiency with Data Entry including both text and numbers
• Must be able to communicate (speak, read & write) in English
• Excellent communication and interpersonal skills
• Strong organizational and multitasking abilities
• Professional demeanor and appearance
• Ability to work independently and as part of a team

Education:    

• High school diploma or GED required

Experience: 

• 2 + years in an Administrative Support role required

Nice to haves:

Skills: 

• Bilingual in Spanish strongly preferred.

Education:  

• Associates degree preferred

Working Conditions

• Sit for extended periods: Ability to sit for extended period of time while working at a desk  or computer
• Use a  computer keyboard, mouse, and office equipment: The ability to use  a computer keyboard, mouse, and office equipment (printer, scanner, copier) with repetitive hand and finger motion.
• Communicate verbally and in writing: The ability to communicate  verbally and in writing exchange information effectively.
• See and read: The ability to see and read printed materials and computer screens, with or without reasonable      accommodation.
• Stand, walk, bend, and reach: The ability to stand, walk, bend and reach occasionally to access files, supplies, or office equipment
• Lift and carry light office materials: The ability to lift and carry light office materials typically up to 10–20 pounds (e.g., files, boxes of paper, office supplies)
• Operate standard office machinery: The ability to operate standard office machinery safely
• Focus and maintain attention: The ability to focus and maintain attention in an office environment  with moderate noise and interruptions
• Environment Factors: The ability to work in hot/cold conditions.
• Flexibility: The ability to adapt to changing tasks, learn new skills, and work in a fast-paced environment is valuable.

Competitive Compensation: 

• The expected base hourly range for this position is $23.00 to $24.00. The exact hourly rate is determined by various factors including geographic location, experience, skills, and education.
• Discretionary Bonus Plan: This position is also eligible for participation in the company discretionary bonus plan, based on personal performance and company results.
• Comprehensive Benefits Package: In addition to base salary, JPMS offers a competitive benefits package to eligible employees, including medical insurance, dental insurance, vision insurance, life insurance, accident insurance, critical illness insurance, disability insurance, retirement savings plans and company match, paid family leave, education-related programs, paid holidays, discretionary vacation time, and more.

We are an Equal Opportunity Employer and take pride in a diverse environment.