What are the responsibilities and job description for the Distribution Center Administrative Assistant position at Hot Topic & BoxLunch?
Are you a superhero at assisting others and adding tons of value to a growing team? We are looking for a Distribution Center Administrative Assistant to join the team! In this role you will support daily operations by managing payroll processes, tracking productivity, maintaining employee records, and coordinating administrative functions. This role also supports safety initiatives and front office operations. The position reports to the Assistant Manager of DC Administration.
This role is required to be in office five days a week. The schedule for this role may vary based on business needs, including early morning shifts on payroll processing days (e.g., Mondays) and additional hours during special projects or events.
WHAT YOU'LL DO- Maintain daily and weekly productivity reports and payroll records
- Review and correct timekeeping records; ensure attendance and PTO are accurately recorded
- Reconcile payroll discrepancies and maintain related documentation
- Partner with Human Resources and Legal to support employee documentation, including disciplinary actions, performance reviews, transfers, terminations, and workers’ compensation claims
- Maintain confidential employee records for 300 associates
- Assist associates with payroll, benefits, and injury-related questions
- Review and reconcile invoices to ensure accurate and timely payment
- Support new hire orientation and employee programs (e.g., carpool initiatives)
- Purchase and maintain inventory of office and operational supplies for the DC
- Plan and coordinate company events and employee engagement activities
- Provide front desk and lobby support as needed
- Create and maintain reports and presentations using Excel and PowerPoint
- Support supervisors with administrative and clerical tasks, including system access and
- Associate degree preferred or equivalent work experience
- Minimum of 2 years of administrative experience
- Strong analytical, math, and problem-solving skills
- Proficiency in Microsoft Office, especially Excel and PowerPoint
- Ability to work in a fast-paced environment
- Highly organized, detail-oriented, and proactive
- Effective verbal and written communication skills; ability to collaborate in a team environment
- Strong time management skills with the ability to meet deadlines and prioritize tasks
- Adaptable and able to maintain composure under pressure
- Demonstrates accountability, initiative, and a solution-oriented mindset
- Ability to sit, stand, walk, bend, and lift up to 10 pounds regularly and up to 30 pounds occasionally
Please note the pay range for this position starts as listed in the job posting, but other factors such as an individual’s education, location, meeting the minimum job requirements for the role, training and experience, will determine the final salary for potential new hires.
Our company participates in E-Verify. E-Verify is a program that electronically confirms a candidate’s eligibility to work in the United States after completing the Employment Eligibility Verification (Form I-9). The information provided on the Form I-9 is compared to the records contained in the Social Security Administration and Department of Homeland Security (DHS) databases. This helps employers verify the identity and employment eligibility of newly hired employees.
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.