Office Coordinator

Position Overview:

As part of the dōTERRA Europe company supporting functions, this role is essential for maintaining smooth operations at the Munich office, reporting into the UK HR Manager and Head of Office Management.

Core Responsibilities:

• Taking and directing calls
• Completing administrative tasks
• Organising, and maintaining the reception area
• Arranging for catering for occasional meetings
• Assisting the HR Manager as and when required
• Greeting visitors to the facility warmly and offering them help immediately
• Providing support to office staff as directed
• Answering questions about products or services offered at the company
• Assisting with scheduling appointments and meeting times
• Maintaining office front door security
• Representing the business with a positive attitude and professional appearance
• Setting up meetings rooms with AV connections and refreshments • Handle mail-outs on request
• Maintain and order supplies of fruit and kitchen supplies and organise recycling and general waste provision.
• Sort incoming and outgoing post.
• Assisting with Management Travel
• Attend and support Annual Convention
• Travel overseas as and when required
• Maintain strict confidentiality at all times
• Fire Marshal for the office
• Completing expense claim forms where required
• Direct contact person and collaboration in projects on occupational safety measures
• H&S Inductions for all new staff
• Inventory list for IT equipment
• Oversee office-related budgets by monitoring expenditures, coordinating approvals, processing invoices, and ensuring cost-effective use of resources.
• Coordinate and support the setup and delivery of virtual and hybrid meetings

Key Skills & Experience:

• Prior receptionist role experience preferred
• Experience of using Microsoft Office, especially Word, Excel and Outlook.
• Excellent interpersonal skills with the ability to build and maintain effective relationships with people from a wide range of backgrounds.
• An organised approach to work and time management
• Self-motivated, showing initiative and responsibility
• Must embrace a Can-Do attitude
• Extremely well presented at all times
• Experience of working with AV equipment and presentation set-ups.
• Experience of working with supporting Office and Facilities Management

What we offer:

• Balanced workload and predictable schedule.
• Hybrid working model.
• Full-time role with fixed working hours (no shifts, no weekend work).
• Collaborative and supportive work environment, friendly atmosphere.

About the company

Founded in 2008, dōTERRA was built on a mission to share tested-grade essential oils with the world. Having seen for themselves the incredible benefits of using these precious resources, a group of healthcare and business professionals set out to make this mission a reality. They formed a company and named it dōTERRA, a Latin derivative meaning ‘Gift of the Earth.’ dōTERRA is now present in over 150 countries worldwide. Over 7 million members now use and share dōTERRA products around the world. Today, dōTERRA is the world’s leading essential oils company.

About the Munich office

As one of our biggest growing markets, it made sense to establish another European office in 2019, this time with a special focus on corporate and Wellness Advocate relations. The workforce at the Munich site is relatively small and specialized compared to larger operational hubs, with employees working in business-facing roles and closely collaborating across European teams. The office supports a range of commercial and regional activities, primarily related to sales support, marketing, and coordination across European markets.

Main functions include marketing, account management, sales support, and regional coordination, with roles closely aligned to business strategy and stakeholder management. The environment is professional and collaborative, with regular interaction between local teams and the wider European organization.