Operations Admin Assistant (Bilingual Spanish preferred)

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Job description

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

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