Us Office Coordinator Jobs

Founded in 2011 by Daniela Karnuts, Safiyaa is a demi-couture brand that celebrates natural confidence and unwavering femininity with client focused technology innovation at its forefront. Safiyaa is dedicated to creating a unique, personal, and all-around enjoyable shopping experience for the dynamic modern woman. Sustainability and craftsmanship lie at the heart of Safiyaa. Bringing the collections to life in our ateliers, we strive to reflect the same values for the brand as we would expect in our own lives – consciously and responsibly. Impeccably crafted, from carefully sourced sustainable fabrics, one tailor - per garment - stitches each piece from start to finish in a safe and ethical working environment.

Reporting to the US Manager, we are looking for an experienced and well rounded Office Coordinator to join our growing New York team. This role will be responsible for the day to day management of the bookkeeping, general office facilities and HR tasks, including supporting new starter onboarding.

Responsibilities:

• Ad hoc additional duties when required.
• Work closely with the US Office manager and ensure all new starters are effectively and efficiently onboarded, completing any required paperwork for new employees, providing them with an extensive company introduction as well as talking through all health and safety procedures.
• Issuing payroll and bookkeeping the payroll in QuickBooks, ensuring all rent, utility bill etc. are paid in a timely manner for the office.
• Responsible for intercompany transfers, payroll, bank reconciliations, booked invoices etc.
• Keeping on top of all payments for the company business and workers, including HR benefit providers, external freelancers, fabric invoices and other contractor partnerships including DHL, UPS etc.
• Reviewing and improving the office set up to ensure the smooth running day to day and putting forward ideas to build an aligned company culture to reflect the rest of the business globally.
• Answering employee payroll queries and dealing with them when required.
• Manage and input the hours of our workers that are on hourly pay and add on PTO days to the shared spreadsheet.
• Administrational duties, including recording receipts, travel reimbursements, issuing end of year W2’s and 1099’S to employees.
• Ensuring that all employees in the US as well as new starters are informed of their pay and reward benefits including health insurance, following up after 90 days to see if they wish to be enrolled into the policy and talking through their coverage.
• Managing any IT needs for new starters, ensuring that they are well equipped for when they join the business.
• Supporting any employee questions or HR issues, raising them to the global HR team when required. This may include managing ER issues that arise.
• Ensuring that the company insurance broker is updated on the number of active employees, ensuring that all documents are updated and shared with relevant parties.
• Look after all facilities for the US office, including overseeing building and equipment maintenance, working with any external suppliers when necessary.
• Ensuring that new starters are given any training required for their role as well as working with hiring managers to effectively plan their first few weeks in the business and scheduling any introductions in their diary.

Requirements:

• Experience in Office Coordination, HR and Payroll and an understanding of the luxury fashion environment.
• Finance/Payroll experience, good understanding of moderate bookkeeping.
• Good knowledge of HR policies and procedures, with experience in employee onboarding.
• Strong team player, with hands on work ethic.
• Keen to follow and build processes, highly organized and can work well under pressure.
• Passionate about building a positive company culture, keen to build relationships with stakeholders.
• Ability to work quickly, accurately and independently.
• Excellent communication, collaboration and interpersonal skills.