Back-Up Admin Coordinator

Position Summary

The Backup Administrative Coordinator is responsible for supporting store administrative functions and providing coverage for the Administrative Coordinator when needed. This position assists with payroll, scheduling support, personnel records, hiring processes, training coordination, reporting, and general office administration while ensuring confidentiality, accuracy, and compliance with company policies and procedures. The Backup Administrative Coordinator serves as a key support resource for store leadership and associates.

Key Responsibilities Administrative Support

• Provide administrative support to store leadership and department managers.
• Assist with daily office operations, filing systems, correspondence, and record maintenance.
• Maintain accurate and organized personnel and business records.
• Prepare reports, forms, communications, and administrative documents as needed.
• Ensure confidential information is handled appropriately and securely.

Payroll & Timekeeping

• Assist with payroll processing and timekeeping administration.
• Review and verify associate time records for accuracy.
• Support correction of payroll discrepancies and missing punches.
• Maintain payroll records in accordance with company policies.
• Assist associates and managers with payroll-related questions and concerns.

Human Resources Support

• Assist with hiring, onboarding, and orientation activities.
• Maintain associate personnel files and employment documentation.
• Support training coordination and compliance tracking.
• Help ensure completion of required employment and training documentation.
• Assist with communication of company programs, policies, and benefits information.

Scheduling & Reporting

• Support labor scheduling and workforce administration activities.
• Prepare and distribute operational, labor, payroll, and staffing reports.
• Monitor administrative deadlines and ensure timely completion of required tasks.
• Assist store leadership with staffing documentation and reporting needs.
• Maintain accurate workforce and scheduling records.

Customer & Associate Support

• Provide professional and courteous support to customers, associates, and vendors.
• Respond to office inquiries and direct requests to appropriate personnel.
• Assist associates with employment-related questions and administrative requests.
• Support a positive store culture through effective communication and teamwork.
• Maintain a customer-focused approach in all interactions.

Compliance & Record Management

• Ensure compliance with company policies, procedures, and record retention requirements.
• Maintain confidentiality of payroll, personnel, and business information.
• Support audits, inspections, and compliance reviews as required.
• Verify employment documentation and administrative records are accurate and complete.
• Assist with maintaining compliance-related files and records.

Leadership Coverage

• Provide full Administrative Coordinator coverage during vacations, absences, and other staffing needs.
• Assume responsibility for critical administrative functions when assigned.
• Support store leadership with administrative priorities and operational initiatives.
• Communicate effectively with management teams regarding administrative needs and deadlines.
• Assist with special projects and company initiatives as requested.

Minimum Qualifications

• High school diploma or equivalent.
• Previous administrative, office, payroll, retail, or customer service experience preferred.
• Strong computer skills, including Microsoft Office and company administrative systems.
• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Ability to handle confidential information professionally.
• Ability to work flexible schedules as business needs require.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to use computers, telephones, and office equipment for prolonged periods.
• Ability to lift and carry up to 25 pounds regularly and heavier loads with assistance when necessary.
• Ability to move throughout the store and office areas as needed.
• Ability to perform repetitive keyboarding and administrative tasks.

Desired Competencies

• Administrative and office management
• Payroll and timekeeping accuracy
• Confidentiality and professionalism
• Customer and associate support
• Organization and attention to detail
• Communication and interpersonal skills
• Time management and prioritization
• Problem-solving and decision-making
• Computer proficiency
• Accountability and dependability

The Backup Administrative Coordinator plays an essential role in supporting store operations by ensuring administrative accuracy, maintaining confidential records, assisting associates and leadership, and providing seamless coverage for critical administrative functions while contributing to overall store efficiency and success.

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