Administrative Assistant

Administrative Assistant

Position Summary

The Administrative Assistant is a full-time, on-site position (40 hours/week, no telecommuting).

The role provides administrative support to ensure smooth office operations, assisting employees, district managers, and the corporate team with organization, communication, and various tasks. Responsibilities include handling confidential and time-sensitive materials. Familiarity with Wake Up Call’s concepts, practices, and procedures is required. The position demands strong communication skills (phone, email, and internal systems), accuracy, professionalism, and timely completion of duties. The Administrative Assistant relies on experience and judgment to plan and achieve goals, exercising a high degree of professionalism, creativity, and latitude to support and promote the Wake Up Call culture. Reports to: Director of Operations or designee.

About Wake Up Call

We are a dynamic local coffee company crafting top-notch brews with honesty and quality at heart. We wow customers with stellar service, spark community connections, and thrive on creativity and teamwork. Join our fun, supportive team to spread joy, one bold sip at a time!

Key Responsibilities

Administrative Support 

• Strong time management, organizational, and planning skills with ability to multitask and prioritize
• Excellent customer and employee service skills 
• Maintains an organized and comprehensive system of records
• Supports preparation and publishing of monthly vendor reconciliation
• Processes online customer ordering, inventory tracking, and mailings
• Handles customer, vendor, team, and store communications through all systems
• Assists with tracking, reporting, and monitoring of vital business operations 
• Knowledge of employment related laws and regulations
• Attention to detail and efficient problem solving skills

Human Resources Support 

• General knowledge of HR
• Assists in managing benefit programs, FMLA, and Department of Labor & Industry claims, including documentation, tracking, enrollment, and termination 
• Supports recruitment, onboarding, and training coordination for new employees 
• Maintains employee records, ensures I-9 compliance, and processes required training within thirty (30) calendar days from hire date 
• Helps coordinate performance reviews, disciplinary actions, and professional development 
• Assists in payroll-related HR tasks, employee morale monitoring, and policy communication 
• Handles sensitive employee information confidentially (except where prohibited regarding good-faith misconduct claims) 
• Supports community outreach, vendor relationships, and interdepartmental communication
• Assist with the overall safety program

General Responsibilities 

• Provides service with integrity, honesty, and knowledge that promote the culture, values, and mission
• Helps create a positive, enthusiastic, and well-trained company culture by providing an informed, honest, and optimistic example 
• Responds appropriately to ideas, concerns, complaints, and comments 
• Demonstrates flexibility, high-stress tolerance, reliability, punctuality, positive attitude, and dependability
• Executes clear and open communication with team members, peers, and management 
• Evaluates and improves operations and communications/HR performance 
• Handles multiple projects and tasks simultaneously 
• Develops and maintains positive relationships with partners (vendors) 
• Remains compliant with local, state, and federal standards, including HR laws and employment regulations 
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies 
• Other tasks and duties as assigned
• Partners with store and corporate teams, Director of Operations, and President to share best practices and drive organizational performance
• Other tasks and duties as assigned

Required Qualifications and Skills 

• Associates Degree in related field preferred
• Minimum age of 18 years 
• Ability to pass a criminal background check 
• Valid State Driver’s license or evidence of mobility 
• I-9 Employment eligibility
• Completion of all required trainings within 30 calendar days from hire date 
• 2+ years of reception, customer service, or HR experience (coffee industry or similar preferred)
• Ability to work in a fast-paced environment with constant interruptions
• Strong time management, organizational skills, multitasking, and prioritization 
• Computer literacy (MS Office, Google platforms, HR/training software, POS)
• Excellent written and verbal communication skills
• Efficient, analytical, and problem-solving skills 
• Extreme attention to detail 
• Strong mathematical skills 
• Proficient English speaker
• Self-motivated, inspiring, and quick learner 
• Ability to engage a wide variety of people on various issues 
• Ability to follow and receive directions while maintaining a professional appearance and manner 

Essential Physical Demands 

• Ability to sit/stand at workstation for long periods of time at a desk working on a computer 
• Lift, carry, push, or pull up to 30 pounds
• Perform repetitive arm/hand motions and maintain continuous grip strength to operate equipment/tools 
• Visual, auditory, and verbal ability to communicate effectively

Work Environment 

Primarily office-based at the corporate office with occasional travel to store locations. May involve dealing with upset individuals. Noise level is acceptable and varies with activity but remains within normal ranges.

Compensation and Benefits 

Wage Range: $20.00 - $30.00 /Hourly. 

• Benefits: Medical, Vision, Dental Options*; Prescription and Pharmacy Benefits Options*; 401K Option*; Paid Time Off (PTO)**. 

*After meeting qualifying standards. 

** Accrual starts on the first day of employment. Employees are eligible to use accrued PTO 90 days after starting their employment. If the employee is rehired within 12 months, any prior balance will be reinstated and can be used immediately if the 90-day waiting period was met during initial employment. 

• PTO Accrual steps: 

(PTO1): Accrual rate .0442 PTO hours per 1 hour worked, Maximum PTO Bank of 

92 hours, Carry over 80 hours on January 1 of the new year

(PTO2): Accrual rate .0673 PTO hours per 1 hour worked, Maximum PTO Bank of

140 hours, Carry over 80 hours on January 1 of the new year

(PTO3): Accrual rate .0866 PTO hours per 1 hour worked, Maximum PTO Bank of 180 hours, Carry over 120 hours on January 1 of the new year. 

Additional Perks: Employee Discounts, Shift Drink, Periodic In-store credit, Personal Mobile Device Monthly Stipend $15, Training and Development.

Evaluation and Performance Review 

The Administrative Assistant shall be evaluated within 90 days of hire date and annually thereafter. The process shall include an evaluation/performance review of the employee’s performance of the above essential job functions, key responsibilities, and desired skills.

Classification 

• Shift type: Hourly. Non-Exempt. Regular Full-Time. 
• Location/Site: Corporate office. 
• Employment Status: At-will employment. Wake Up Call does not hire employees for, nor guarantees employees work in a specific position or work shift. Employment and compensation can be terminated with or without cause, and with or without notice, at any time, at the option of Wake Up Call or the employee.