Back-Up Admin Coordinator

Position Summary

The Backup Administrative Coordinator provides support for all store administrative functions and serves as the primary coverage resource for the Administrative Coordinator during absences, vacations, and staffing gaps. This position assists with payroll administration, timekeeping, hiring and onboarding processes, record management, training coordination, scheduling support, and general office operations while maintaining confidentiality, accuracy, and compliance with company policies and procedures.

Key Responsibilities Administrative Support

• Provide administrative support to store leadership and department managers.
• Maintain organized personnel, payroll, training, and operational records.
• Prepare reports, correspondence, forms, and other administrative documents.
• Monitor administrative deadlines and ensure timely completion of required tasks.
• Assist with office organization, filing systems, and document retention practices.
• Maintain confidentiality of employee and company information.

Payroll & Timekeeping

• Assist with payroll processing and timekeeping administration.
• Review time records and identify missing punches, scheduling discrepancies, and payroll exceptions.
• Support payroll corrections and ensure accurate employee wage records.
• Maintain payroll documentation in accordance with company requirements.
• Respond to associate payroll questions and concerns.

Human Resources & Hiring Support

• Assist with recruiting, interviewing coordination, and hiring activities.
• Support onboarding and orientation programs for new associates.
• Maintain employee personnel files and employment documentation.
• Coordinate training records and compliance tracking.
• Assist with communication of company policies, benefits information, and employment resources.

Scheduling & Reporting

• Support labor scheduling and workforce administration processes.
• Prepare operational, labor, staffing, payroll, and training reports.
• Track completion of required training and compliance activities.
• Assist managers with workforce planning and scheduling documentation.
• Ensure reporting accuracy and timely distribution of required information.

Associate & Customer Support

• Serve as a professional point of contact for associates, customers, vendors, and visitors.
• Assist associates with administrative requests and employment-related inquiries.
• Direct questions and concerns to the appropriate department or leadership team member.
• Support a positive and professional workplace environment.
• Provide excellent customer service in all interactions.

Compliance & Record Management

• Ensure compliance with company policies, procedures, and recordkeeping requirements.
• Maintain accurate and secure personnel, payroll, and training records.
• Assist with audits, inspections, and compliance reviews.
• Verify administrative documentation is complete and properly maintained.
• Support adherence to legal and regulatory requirements related to employment records.

Leadership Coverage

• Assume Administrative Coordinator responsibilities when assigned.
• Manage critical administrative tasks during leadership absences.
• Support store leadership with administrative priorities and special projects.
• Communicate effectively regarding deadlines, compliance requirements, and staffing needs.
• Assist with implementation of company initiatives and operational programs.

Minimum Qualifications

• High school diploma or equivalent.
• Previous administrative, office, retail, payroll, or customer service experience preferred.
• Strong computer skills, including Microsoft Office applications and administrative systems.
• Strong organizational, communication, and time-management skills.
• Ability to handle confidential information with professionalism and discretion.
• Ability to manage multiple priorities in a fast-paced environment.
• 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 throughout the workday.
• Ability to lift and carry up to 25 pounds regularly and heavier loads with assistance when necessary.
• Ability to move throughout store and office areas as needed.
• Ability to perform repetitive keyboarding and administrative tasks.

Desired Competencies

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

The Backup Administrative Coordinator plays a critical role in maintaining efficient store operations by providing administrative support, ensuring payroll and personnel accuracy, assisting associates and leadership teams, and delivering seamless coverage for essential administrative functions that contribute to overall store success.

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