Warehouse Administrative Assistant

Operations Administrative Assistant

The 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)