Job Description

Job Description

Job Description

About spēks

At spēks, we make swag simple. For over 17 years, we’ve helped thousands of companies find high-quality, eye-catching promotional products without the hassle. From one-time orders to fully managed company stores, we handle the details, making the process smooth and stress-free.

We are looking for a highly organized and proactive Office Coordinator + Executive Assistant to ensure the smooth operation of our Tempe office and provide comprehensive administrative support to the owner and leadership team. This role is central to maintaining an efficient and positive work environment, handling everything from daily office needs to critical executive support tasks.

Job Overview:

The Office Coordinator + Executive Assistant will be the backbone of our office, responsible for maintaining a clean and organized workspace, managing inventory, facilitating shipments, and providing direct administrative assistance to the owner. This role requires exceptional organizational skills, attention to detail, and a proactive approach to managing a diverse range of responsibilities. The ideal candidate will be a self-starter who can anticipate needs and contribute to a productive and harmonious office environment.

What You’ll Do

Office & Administrative Coordination:

• Maintain Office Cleanliness & Organization: Ensure the office space is tidy, well-stocked, and organized daily, including common areas, meeting rooms, and supply closets.

• Office Supply Management: Monitor and replenish office supplies, kitchen essentials, and other operational necessities, managing vendor relationships as needed.

• Executive Support & Communication: Filter, prioritize, and manage the owner's email correspondence and other communications, drafting responses and flagging urgent matters.

• Customer Service & Phone Answering: Serve as the primary point of contact for incoming phone calls, directing inquiries, taking messages, and providing friendly, professional assistance to general callers or visitors.

• Entry-Level Social Media Support: Assist with basic social media tasks, such as scheduling pre-approved posts, monitoring simple engagement (likes/comments), or gathering readily available content for company social media channels.

• Light Travel Coordination: Assist with light travel arrangements for the owner and leadership team, including booking flights, accommodations, and transportation.

• Data Entry & Record Keeping: Perform accurate and timely data entry for various business functions, maintaining organized digital and physical records.

• General Administrative Support: Provide diverse administrative assistance, including scheduling appointments, preparing documents, and managing calendars as required.

• Project & Task Management: Take on various ad-hoc projects and tasks as assigned by the owner or leadership team, ensuring timely completion and high quality.

Inventory & Fulfillment Support:

• Inventory Management: Oversee and maintain accurate inventory counts for all products, ensuring proper storage and organization within the office.

• Local Pickups & Deliveries: Coordinate and execute local pickups and deliveries as needed, ensuring timely and secure transport of items.

• Shipments & Fulfillment: Efficiently pack, label, and prepare outgoing shipments, arranging for timely pickup or delivery with carriers (USPS/UPS/FedEx).

• Receiving Shipments: Handle incoming shipments, inspecting items for accuracy and quality, and verifying contents against packing slips and ordered details.

• Order Auditing: Conduct regular audits to identify and resolve any discrepancies or holds related to inventory or shipments, minimizing delays.

• Kitting & Assembly: Assist with kitting projects by assembling custom kits, promotional packages, or gift bundles according to specifications.

Special Projects: 

• Assist with kitting projects by assembling custom kits, promotional packages, or gift bundles according to client specifications.

• Collaborate with team members to organize and execute special client-focused initiatives, including seasonal campaigns and bulk orders.

• Take on other assigned tasks as needed, ensuring deadlines are met and quality standards are maintained.

Preferred Qualifications

• 2+ years of experience in an Office Coordinator, Administrative Assistant, or Executive Assistant role.

• High school diploma or equivalent; Bachelor's degree preferred.

• Strong attention to detail, organizational skills, and the ability to manage multiple tasks effectively in a fast-paced environment.

• Exceptional client-facing communication skills (written and verbal), with a professional and friendly demeanor, particularly for phone interactions.

• A proactive and resourceful approach to problem-solving and anticipating needs.

• Ability to work both independently and collaboratively to achieve team goals.

• Flexibility to adapt to changing priorities and manage shifting tasks effectively.

• Self-motivation with a positive attitude and a strong drive to succeed.

• Strong technical skills with proficiency in basic PC programs (Google Suite).

• Basic math proficiency for tasks such as calculating inventory, shipping costs, or budgeting. 

• Familiarity with USPS/UPS/FedEx shipping procedures.

• Ability to lift up to 35 lbs unassisted, pack and move boxes and shipments around the office, stand for extended periods, and follow proper lifting and safety techniques.

Why Join Us?

• Professional growth opportunities in a rapidly expanding company where your organizational skills are highly valued.

• A creative, collaborative work environment where your contributions directly impact daily operations.

• Discounts on apparel and products.

• Competitive salary starting at $45,000 per year.

• On-site at our Tempe, Arizona office (Hybrid/remote work not available).

How to Apply?

If you're a highly organized, detail-oriented, and proactive professional looking to make a significant impact in a supportive office environment, your career starts here! Please submit your resume today.

At spēks, we make swag simple. For over 17 years, we’ve helped thousands of companies find high-quality, eye-catching promotional products without the hassle. From one-time orders to fully managed company stores, we handle the details, making the process smooth and stress-free.

Company Description

At spēks, we make swag simple. For over 17 years, we’ve helped thousands of companies find high-quality, eye-catching promotional products without the hassle. From one-time orders to fully managed company stores, we handle the details, making the process smooth and stress-free.

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