Back-Up Administrative Coordinator

Position Summary

The Back-Up Administrative Coordinator provides administrative and operational support to store leadership by assisting with hiring processes, employee onboarding, scheduling, payroll support, record management, internal communications, and general office functions. This role serves as a secondary resource for administrative operations, ensuring continuity of critical business functions during absences, peak workloads, and special projects while maintaining confidentiality and accuracy.

Key Responsibilities Administrative Support

• Provide administrative assistance to store management and department leaders.
• Maintain accurate employee records, personnel files, and required documentation.
• Assist with data entry, filing, document preparation, and report generation.
• Answer and direct phone calls, emails, and internal inquiries professionally.
• Support daily office operations to ensure efficient workflow.

Recruiting & Onboarding

• Assist with recruitment activities, including scheduling interviews and candidate communications.
• Support new hire onboarding, orientation preparation, and completion of employment documents.
• Coordinate pre-employment requirements and onboarding processes.
• Maintain hiring and training records in accordance with company policies.

Scheduling & Payroll Support

• Assist with workforce scheduling and schedule maintenance.
• Support payroll administration by reviewing timekeeping records and identifying exceptions.
• Help ensure payroll-related documents are completed accurately and submitted on time.
• Monitor attendance records and communicate discrepancies to leadership.

Communication & Coordination

• Facilitate communication between store leadership, associates, and corporate support teams.
• Assist in preparing employee communications, meeting materials, and announcements.
• Coordinate training schedules, meetings, and special events.
• Maintain professionalism and confidentiality when handling sensitive information.

Compliance & Record Management

• Ensure personnel and administrative records are maintained according to company standards.
• Assist with compliance audits, required postings, and document retention procedures.
• Support verification of licenses, certifications, and training records where applicable.
• Maintain confidentiality of payroll, personnel, and business information.

Operational Support

• Provide coverage for Administrative Coordinator duties during absences or periods of increased workload.
• Assist with store projects, reporting requirements, and operational initiatives.
• Support leadership with organization and follow-up on administrative tasks.
• Contribute to a positive and efficient work environment.

Customer & Associate Support

• Serve as a helpful resource for associates seeking information or assistance.
• Respond to questions regarding administrative processes and procedures.
• Deliver professional and courteous service to internal and external customers.
• Promote a welcoming and supportive workplace culture.

Qualifications

• High school diploma or equivalent required.
• Previous administrative, office support, retail, or customer service experience preferred.
• Proficiency with Microsoft Office applications, email systems, and data entry.
• Strong organizational, communication, and time-management skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple tasks in a fast-paced environment.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Frequent use of computers, phones, and office equipment.
• Ability to lift and carry up to 25 pounds occasionally.
• Ability to file, reach, bend, and perform routine office-related tasks.

Success Factors

• Strong organization and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and professionalism.
• Dependability and adaptability in supporting various administrative functions.
• Strong problem-solving and multitasking abilities.
• Commitment to providing exceptional support to store leadership and associates.

The Back-Up Administrative Coordinator plays a vital role in ensuring smooth store operations by providing reliable administrative support, maintaining accurate records, assisting with workforce processes, and serving as a trusted resource for both leadership and associates.

      ·    Access to up to 50% of your earned wages before payday, via our partnership with Stream