Administrative Assistant

We Deliver the Goods:

• Competitive pay and benefits, including Day 1 Health & Wellness Benefits, Employee Stock Purchase Plan, 401K Employer Matching, Education Assistance, Paid Time Off, and much more
• Growth opportunities performing essential work to support Americas food distribution system
• Safe and inclusive working environment, including culture of rewards, recognition, and respect

Position Details:

• Pay: $17-$22/hr, depends on experience
• Shift: Monday - Friday, 8am - 4:30pm

Position summary:
The Administrative Assistant is responsible for supporting daily operations through a variety of administrative, clerical, and operational tasks. Key duties include processing payroll incentives, coding invoices, managing mail and shipments, ordering office and hygiene supplies, and coordinating with vendors. The role also supports onboarding, event setup, document management (e.g., MHE, DQ, OSHA logs), and business compliance (e.g., licenses, insurance verification). Additional responsibilities include assisting with internal systems like Riskonnect, maintaining office organization, and providing backup support for tasks like badge creation and per diem entries.

Responsibilities:
This position plays a hands-on role in supporting both administrative functions and team engagement efforts. Responsibilities include, but are not limited to:

• Process incentive payroll accurately and timely.
• Code and submit invoices for approval and payment.
• Set up new vendors, including collecting W-9s and verifying insurance liability coverage.
• Handle incoming and outgoing mail, including Neopost machine operation.
• Pick up mail from PO box and drop off large outgoing mail at the post office (mileage reimbursed).
• Manage UPS shipments and receipts.
• Maintain office supplies inventory and place orders (Staples, Uline, Grainger, etc.).
• Shop for miscellaneous items and beverages (e.g., soda, snacks).
• Replenish cleaning and hygiene supplies (seat covers, hand soap, sanitizer dispensers).
• Gather and prepare Shred-It bins for scheduled pickup every 4 weeks.
• Prepare and set up food for meetings and events.
• Create new hire folders and swag bags for onboarding and engagement activities.
• Send required paperwork to corporate in a timely manner.
• Assist in maintaining MHE (Material Handling Equipment) files, including certification tracking and posting.
• Help maintain and update DQ (Driver Qualification) files.
• Support accident review documentation, verify data, and input into Riskonnect.
• Assist with OSHA Log updates, ensuring accuracy of associate information.
• Follow up on business license renewals and updates.
• Serve as liaison for the vendor managing the in-house market, including funds and refund coordination.
• Participate in company events and safety walks.
• Help maintain the Glass Registry and assist with vendor contract updates.
• Back-up for badge creation and Per Diem entry.
• Ensure shelf tag supplies are stocked and up-to-date (Tag Supply Plus).
• Support miscellaneous projects as assigned.

The ideal candidate:

• Has prior administrative experience supporting operations, HR, or finance functions.
• Is highly organized and able to manage multiple tasks and deadlines with minimal supervision.
• Communicates clearly and professionally across teams, vendors, and corporate partners.
• Is comfortable working with confidential information and maintains strong attention to detail.
• Proficient in Microsoft Office Suite and able to quickly learn internal systems
• Takes initiative, is resourceful, and brings a problem-solving mindset to daily challenges.

#CM-ALL

Compensation

$17 - $22/hr

Required Qualifications

High School Diploma/General Educational Development (GED) certificate, or equivalent experience.

6+ months of demonstrated experience in an administrative or clerical support role.

Proficient with computers and Microsoft Office applications (Excel, Word, Outlook).

Ability to maintain confidentiality and handle sensitive information with discretion.

Strong organizational skills and attention to detail.

Effective written and verbal communication skills.

Ability to lift and carry up to 25 lbs. (e.g., supply boxes, Shred-It bins).

Comfortable working in a fast-paced environment with frequent interruptions.

Preferred Qualifications

12 years of experience in an administrative or office coordination role, ideally in a warehouse, logistics, or operations environment.

Experience handling invoice coding, payroll support, or vendor setup processes.

Prior exposure to compliance or safety documentation (e.g., OSHA logs, accident reports, Riskonnect, DQ file maintenance).