Administrative Assistant (Commissary)

Welcome to Pinkbox Doughnuts, where ordinary stops and extraordinary begins. Step into our vibrant wonderland and indulge in doughnuts that redefine delicious. With a commitment to creativity and quality, Pinkbox promises a sensory experience like no other. 

Role Summary:

The Commissary Administrative Assistant is a critical support role that ensures the efficient operation of the commissary. This position is responsible for managing administrative tasks, maintaining accurate records, coordinating communication between departments, and assisting with employee-related processes.

Responsibilities:

• Timekeeping & Payroll Support:
  • Monitor timecards daily for discrepancies, missing punches, lunch breaks, and overtime.
  • Submit discrepancy forms to HR with approval from the Commissary Manager.
  • Assist with timecard approvals and payroll submissions every pay period.

• Employee Coordination:
  • Track and manage employee time-off requests, including PTO, vacation, and flex days.
  • Prepare Personnel Action Forms (PAFs) for terminations, rehires, promotions, or pay adjustments.
  • Coordinate interview schedules for new candidates.
  • Assist with onboarding tasks, including hiring packets, ID cards, and shoe orders.
  • Order uniforms for new hires.
• Procurement & Inventory Management:
  • Place and track orders with vendors including Bakemark, Dawn, Nicholas, Staples, Brady, and P&R.
  • Record and enter daily invoices.
  • Track and input commissary waste data.
  • Assist with weekly inventory counts and data entry.
• Production Support:
  • Print daily Jera reports and packing lists for Production 1 and Production 2 at 2 PM.
  • Review commissary email and process special orders.
  • Order specialty items like Raiders flags and VGK poker chips according to PAR levels.
• Communication & Collaboration:
  • Liaise with the purchasing department regarding orders, credits, and inventory issues.
  • Work with the finance department to address cost, pricing, and credit matters.

• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite and other administrative software.
• Excellent communication skills, both written and verbal.
• Attention to detail and ability to handle multiple tasks simultaneously.
• Previous administrative or clerical experience preferred.
• Familiarity with inventory management and purchasing systems is a plus.

Physical Requirements / Working Conditions 

• Continuous standing and walking throughout the duration of each shift. 
• Bending, lifting, and carrying up to 50 pounds.
• Constant face-to-face interactions with employees and customers. 
• Safely navigate in a fast-paced restaurant environment.
• Ability to multi-task and remain positive in busy working conditions.
• This role can expect to have some early mornings, late evenings, weekend and/or holiday hours, and will have additional opening/closing responsibilities. Our stores are 24/7!
• Comply with the brand and Company uniform and hygiene policies.
• Fun, fast-paced, upbeat environment