The Distribution Center Office Administrator provides administrative support to the VP, HR Business Partner and other team members within the Distribution Center (DC) as assigned. The Distribution Center Office Administrator acts as the face of Pet Food Express (PFE) at the DC and is the first point of contact for employees, vendors, candidates and visitors entering the facility. This position acts as the primary administrative assistant, performing a variety of clerical and administrative tasks including, but not limited to, reception, managing visitor log and badge access, mail distribution, ordering, data entry, filing, etc., to support our DC team.
Beyond the day-to-day, this role plays a key part in making the DC a place people enjoy working. From coordinating birthdays, setting welcoming workspaces, creating a positive and engaging environment - you will be the person behind the moments that bring the team together. The person in this role is a natural collaborator, a clear communicator and someone who knows how to think on their feet, problem-solve and get things done. If you find joy in the details that make employees feel appreciated, then this role may be made for you!
Please Note: This position is an on-site position at our Distribution Center in Oakley, CA. Candidates who are remote or outside of reasonable commuting distance will not be considered.
Responsibilities:
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Provide reception, clerical and administrative support under the direction of the VP and HR Business Partner (HRBP).
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Professionally greet visitors including, but not limited to, employees, vendors, and applicants.
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Maintain visitor log in sheets; ensure every visitor signs in and out of the facility.
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Maintain Employee badges and enforce building access policy; ensure all employees are in possession of and using their assigned badges to access the facility. Address employees who "piggyback" and/or allow others to follow them into the facility without tagging in, and provide feedback/follow-up to the VP, HR, Safety/Security team as necessary.
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Perform routine clerical duties, such as sorting, filing, receiving and distributing mail and packages to appropriate people, making copies, and responding to routine inquiries.
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Assist outbound department with preparing and sorting shipping labels on daily basis.
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Answer and direct incoming calls in a professional and courteous manner; take & deliver messages.
- Respond to all incoming call box calls and guide callers to the correct destination.
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Operate office equipment: printers, scanners, and fax machines.
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Coordinate meeting and events logistics, including booking rooms/space, calendar invites, ordering food and/or supplies, set-up and clean-up of meetings, events, rooms or work areas as needed.
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Coordinate employee birthday, work anniversary and appreciation week including ordering and picking up treats for celebrations.
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Support initiatives that strengthen employee engagement, celebration of milestones and recognition programs.
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Organize events and meetings, including venue setup, catering orders, vendor communications and event schedules.
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Ensure common areas and meeting spaces are inviting and welcoming to employees and visitors.
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Assist in coordinating employee birthday/work anniversary celebrations, including ordering/pickup of treats for celebrations.
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Order & maintain office and break room supplies.
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Maintain various communication boards to ensure team members are informed on the latest DC happenings.
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Assist HRBP in on-site interview logistics such as set-up interview room, greeting candidates, notifying HRBP/interviewers of candidate arrival, etc.
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Assist HRBP in New Hire Onboarding process such as assigning locker, uniform employee badge, warehouse systems authenticators and equipment, reviewing and answering questions on DC policies/procedures, supporting with New Hire trainings as assigned.
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Direct employee inquiries concerning payroll, insurance, uniforms etc. to appropriate person(s).
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May assist in preparing regular reports, gathering and summarizing data.
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May produce correspondence, reports, and presentations using the appropriate software for word processing, graphics, and spreadsheets.
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May communicate and/or coordinate information with various individuals and/or departments.
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Maintain clean, orderly and organized workspace(s) and lobby areas. This may include wiping down high touch surfaces (desks, chairs, countertops, etc.), watering plants and other light housekeeping tasks as needed to maintain professional appearance.
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Learn and apply all company philosophies, policies, and procedures including administrative, safety, quality, operational, and environmental training.
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Other duties and responsibilities as assigned.
Qualifications:
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2+ years reception and/or administrative experience in Distribution Center/Warehouse settings preferred.
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Proficiency with Microsoft Word, Excel, and Outlook required.
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Clear and effective written and verbal communication skills; able to communicate professionally with all levels of employees, management, vendors and visitors.
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Strong organization, attention to detail and sense of urgency approach.
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Ability to manage and prioritize work, meet deadlines and instinctually follow-up.
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Excellent relationship, interpersonal and teambuilding skills; able to establish, maintain, and foster positive and effective working relationships.
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Comfortable working in a fast-paced distribution center setting and able to quickly become a helpful resource and team member.
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Aptitude to learn tasks and processes quickly, retain information, and learn from experience.
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Ability to focus, remain calm and decisive in a high-pressure environment, operate with a sense of urgency and escalate issues beyond your experience.
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Motivation to contribute to the team and overall goals of the department.
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Must demonstrate a high level of confidentiality and the ability to manage personal information.
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Safety and security awareness, willingness, and ability to recognize and address unsafe practices, and follow and enforce safety/security policies and procedures.
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Able to work the following schedule: Monday - Friday 6:30am – 3:00pm.
PFE Perks:
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Grow with us: Many potential career paths and options for advancement within the company
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Generous in-store employee discount that extends to your family
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Be Healthy with a full range of health insurance options: Medical, dental, vision, life, long-term disability insurance. FSA and HSA options.
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401(k) plan with employer match
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Get Rewarded: Employee referral bonuses.
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Rest and Relax: Competitive Paid Time Off
The salary range for this position is expected to be $26.00-$27.00 per hour. Pet Food Express determines starting salary based on many factors, including but not limited to, local market rate, the qualified pool of candidates, internal compensation practices, a candidate’s actual skills and experience.
About the Company
Pet Food Express is a leading California-based pet specialty retailer with a passion for improving the lives of pets and their owners. Our philosophy revolves around the belief that pets are part of the family, deserving of the best care possible. Since our inception, Pet Food Express has been committed to making a positive impact on the communities we serve by promoting responsible pet ownership, supporting various animal welfare initiatives, and ensuring pets are happy, healthy and homed. With over 60 locations across the state, Pet Food Express has become a trusted destination for pet parents seeking high-quality products and personalized advice from knowledgeable and dedicated staff.
This job summary is intended to describe the general nature and level of work associates/leaders assigned to this job perform. It is not intended to include all duties and responsibilities.
Pet Food Express is an Equal Opportunity Employer and does not discriminate against employees or applicants based on race, sexual orientation, gender identity, or any other characteristics protected by applicable law. This applies to all Pet Food Express activities, including, but not limited to, recruitment, hiring, compensation, assignment, training, promotion, performance evaluation, discipline and discharge. Pet Food Express also provides reasonable accommodation of religion and disability in accordance with applicable law. We celebrate diversity and are committed to creating an inclusive environment for all employees. Pet Food Express is a place where everyone can learn and grow. However you identify and whatever your background, please apply if this is a role that would make you excited to come to work every day.
For applicants in our San Francisco, or Los Angeles locations: Pursuant to the San Francisco Fair Chance Ordinance, as well as the Los Angeles Fair Chance Initiative for Hiring, we will consider for employment, qualified applicants with arrest and conviction records in a manner consistent with the law.
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