Operations Administrative AssistantThe Operations Administrative Assistant will support the Distribution Center management team and employees. This role will the first point of contact for HR-related queries from employees and external partners as well as provide administrative support to the Distribution function; including correspondence generation, record keeping, file maintenance, report pulling and compilation, data entry and maintenance of our assigned systems and other internal database systems. The ideal candidate is a self-starter, has strong interpersonal skills with the ability to work with people at all levels of an organization; effective oral and written communication skills; knowledge of office administration with an ability to be detail-oriented and highly organized while managing various administrative tasks in a timely and efficient manner. This role will need a high level of skill in handling sensitive and confidential situations/information with the demonstrated ability to maintain strict confidentiality; good time management skills; strong customer service focus and be a great team player; working knowledge and Microsoft Office is a must. Why Jacent?
- Full time
- Competitive hourly rate
- Paid time off
- 7 Paid Holidays plus 3 Flex Personal Days
- Medical, Dental, Vision benefits; company paid short and long term disability.
- 401K with company match
- Paid parental Leave
- Fun Perks like Tickets at Work and cellular plan discounts
- Advancement opportunities
Duties & Responsibilities
- Acts as first point of contact for all employees' queries about HR-related issues and resolve or escalate appropriately
- Supporting the distribution centered with new hire orientation and onboarding by helping with necessary I-9 and paperless new hire employment documents, assigning and maintaining lockers and ensuring accurate timekeeping for those new hires.
- Assisting associates within the DC for access to HR services including guiding them through self-service options, when applicable and submitting escalation tickets on associates' behalf, if needed.
- Additional responsibilities may also include assisting on the floor when needed during seasonal peak times or based on business needs
- Acting as a communication coordinator within the DC which may entail updating visual communications, TV displays and/or creating weekly newsletters
- Support general office duties such as opening and distributing mail for the Distribution Center; answer Distribution Center email inquiries and post outgoing mail.
- Prepare finalized documents; including creating regular reports and ad hoc reporting needed
- Driving a positive and engaged associate base by participating in and communicating engagement activities and other employee relations related tasks
- Review, audit and/or approve timecards and following up on time-off approval requests as required
- Liaise with external partners, like insurance vendors, and internal partners, like HR department and other departments.
- Arrange travel accommodations and process expense forms
- Participate in HR projects (e.g. help organize and participate in a job fair event)
- Protects organization's value and maintains the department's integrity by keeping information confidential
- Understand and demonstrate safe work practices at all times to ensure a safe work environment.
- Comply with all company policies and procedures.
- Complete special projects and other duties as assigned by supervisor.
Knowledge, Skills, and Abilities
- Excellent verbal and written communication and interpersonal skills with an ability to work with various levels of employees
- Ability to protect and handle highly confidential information
- Proven work experience as an Administrative Assistant or relevant role; such as data entry, managing data driven reporting, or ownership of detailed processes
- A high level of computer literacy with the ability to quickly pick up new software and tools and understand and use Microsoft Office applications proficiently
- Ability to effectively handle interpersonal relationships and sensitive HR issues
- Demonstrated experience with multi-tasking and problem-solving skills
- Excellent organizational skills, with an ability to prioritize important projects with keen attention to details
- Ability to manage details of different processes efficiently in a fast paced environment
- Must be able to work independently, seek answers when help is needed, and motivated to seek out additional tasks for completion
- Must be able to communicate issues verbally and display a positive and professional demeanor
- Must possess basic math skills including the ability to multiply, divide, add and subtract.
- Reliable attendance is required and the ability to adhere to assigned work schedule
- Flexible and adaptable to change
- Ability to work a partially climate controlled warehouse environment, in which outside weather conditions greatly affect the building's temperature
Experience and Credentials
- High School Diploma or GED or equivalent experience required
- 1-2 years of administrative experience
- Bilingual Spanish preferred