Office Coordinator (Part-time)

THE OPPORTUNITY: Office Coordinator (Part-Time)

REPORTS TO: Senior Director, HR

LOCATION: Los Angeles, CA (On-site)

Headquartered in Los Angeles, CA with an office in New York, NY, Birdy Grey supports a hybrid team. This is a part-time, on-site role based at our DTLA office. This role will be expected to work 20 hours week, Tuesday-Thursday on site. This role is not eligible for visa sponsorship. #LI-Onsite

Birdy Grey is looking for an Office Coordinator to keep our Los Angeles office running smoothly for a hybrid team. This is a hands-on role for someone who likes owning the details and making a space work. Reporting to the Senior Director of HR, you'll be the person who keeps mail moving, vendors managed, supplies stocked, and in-office moments running without a hitch. In this role, you will:

• Keep the office stocked, functional, and welcoming on the days the team is in
• Own mail, packages, and the vendors and facilities that keep the space running
• Set up new hires and support larger in-office moments like QBR
• Bring an eye for what can be simplified, automated, or handed back to the team

This is a role for someone highly organized and self-directed, who can own recurring logistics without hand-holding and knows the difference between what needs a dedicated owner and what the team can handle themselves. You'll have real autonomy to shape how the office runs at our current stage, and a manager who wants you to build simple systems rather than do everything by hand.

SCOPE OF RESPONSIBILITIES

• Receive and distribute mail and packages, keeping the team posted on what's arrived
• Run the weekly office-mail process: scan, file to Drive, notify finance, and forward items as directed
• Manage office vendors and facilities, including water, parking passes, cleaning, building maintenance, Wi-Fi, and cell service
• Handle office furnishings and one-off projects like blinds, shared furniture, and equipment
• Keep shared supplies stocked and maintain the office budget and expense records in Brex
• Prepare welcome boxes and set up desks for new Los Angeles hires
• Set up and support QBR and other larger in-office meetings, including AV and catering
• Support packages for brand and creative, including influencer boxes, donations, and samples
• Look for ways to simplify, automate, or redistribute recurring tasks, using tools like Claude and Google Workspace to cut the busywork

THE RIGHT CANDIDATE: QUALIFICATIONS & PERSONAL ATTRIBUTES

EDUCATION: Bachelor’s Degree Required 

EXPERIENCE / REQUIREMENTS:

• 2-3 years of office coordination, administrative, or operations experience, ideally supporting a hybrid or in-office team
• Based in or near downtown Los Angeles and able to be on-site on scheduled days
• Highly organized and reliable, comfortable owning recurring logistics with minimal oversight
• Comfortable with light physical tasks such as carrying packages, moving chairs, and restocking
• Confident coordinating with outside vendors and managing recurring orders and payments
• Comfortable with everyday tools like Slack, Google Workspace, and Brex, and quick to pick up new ones
• Excited about AI and eager to use tools like Claude and Gemini to automate the repetitive parts of the job
• Discreet and trustworthy with access, passwords, and light financial tasks
• Proactive problem solver who can troubleshoot and escalate when needed
• Excellent verbal, written, and interpersonal communication skills
• Impeccable organizational skills and attention to detail
• Hard working and willing to roll up your sleeves. No job is too big or too small
• You have an entrepreneurial spirit. You thrive in a dynamic, fast-paced environment, are comfortable with ambiguity, and take initiative

NICE TO HAVES:

• Start-up experience 
• Interest in bridal and fashion

PHYSICAL REQUIREMENTS

This role includes regular physical tasks. With or without reasonable accommodation, the person in this role should be able to:

• Lift, carry, and move items weighing up to 30 pounds, such as packages, supplies, and water deliveries
• Move around the office throughout the day, including standing, walking, bending, reaching, and occasionally kneeling or crouching to set up spaces and stock supplies
• Set up and reset meeting spaces, including moving chairs and light furniture and handling AV equipment

Birdy Grey is committed to providing reasonable accommodations to enable qualified individuals with disabilities to perform the essential functions of this role. If you need an accommodation during the application process or to perform the job, please let us know.