Administrative Assistant II

Job Summary

Provides administrative support to logistics leaders by answering and responding to phone calls, meeting invites, etc. Assists with new hire hiring events, onboardings and paperwork.

Essential Duties and Responsibilities

• Coordinates new partner hiring events, schedules onboarding sessions, and facilitates appropriate paperwork.
• Coordinates new partner name badges and appropriate door access.
• Assists Store Services with retail requests and opportunities to expedite when needed.
• Answers incoming calls for Logistics leaders.
• Responds to telephone inquiries and complaints; gives information to callers, takes messages, or forwards calls to appropriate contact.
• Orders office, sanitation and safety supplies for the logistics administrative offices, warehouse operations, operations support teams, and takes orders for the corporate office.
• Create PO’s in SAP for outside vendors.
• Assists Business Manager with journal entries and purchase orders.
• Records meeting notes and send to leaders as requested.
• Facilitates events and coordination with the community connections team for all of logistics.
• Facilitates with administrative paperwork such as benefit enrollment and charitable deductions.
• Schedules distribution functions and meetings for logistics leaders.  Coordinates arrangements such as scheduling locations and/or meeting rooms, catering, and equipment.
• Collects, compiles, and updates lists and reports such as non-office supply order form, weekly staff accomplishments, distribution leaders list, partner picture pages, and leadership email groups.

Essential Duties and Responsibilities

• Prepares presentations for logistics leadership events.
• Assists with logistics safety metric reporting, drawings, and data keeping.

Knowledge, Skills and Abilities

• Intermediate knowledge of Microsoft Office applications including Excel, Access, Word, Outlook and PowerPoint.
• Strong organization skills with attention to detail.
• Ability to communicate effectively in written and verbal form.
• Ability to make decisions to identify best choice for specified goals.
• Ability to comprehend and interpret information.
• Ability to prepare reports and business correspondence.
• Ability to research information, establish facts and draw valid conclusions.
• Ability to learn new technology systems, methods and processes.
• Ability to reason, form concepts and recognize and solve problems.
• Ability to show information in presentation or diagram form.
• Ability to maintain confidentiality regarding sensitive information.
• Ability to occasionally travel to off-site and out-of-town locations with possible overnight stays.
• Must be attentive to potential hazards and remedy or place appropriate warning signs or devices around or near the hazard as soon as is reasonably possible.
• Must report any potential hazards that cannot be immediately remedied to a supervisor.

Education, Experience, and Qualifications

• Associate’s degree preferred.
• High school Diploma and two or more years of related experience; or an equivalent combination of experience and/or higher education required.
• Bilingual (Spanish/English) preferred.
• Minimum of 18 years of age required.
• Partners must be 21 years of age or older to drive for Company business in accordance with the BGC Business Driver Policy.

Physical Demands

• Continuously required to use close vision, distance vision, depth perception or the ability to focus.
• Continuously required to talk and hear.
• Continuously required to use hands for reaching, touching or handling.
• Continuously required to use fine finger movements (ex. sorting and typing).
• Continuously required to sit for long periods of time.
• Occasionally required to push, pull, maneuver or lift objects up to 40 lbs.
• Attendance at work is required.

Work Context and Environment

• Work is generally performed in an office environment.
• Quiet to moderate noise level.