What are the responsibilities and job description for the Back‑Up Admin Coordinator position at Tom Thumb Supermarket?
Back‑Up Administrative Coordinator – Duties And Responsibilities
General Support & Coverage
General Support & Coverage
- Serve as back‑up to the Administrative Coordinator.
- Arrive to work by 6:00 AM.
- Assist the Customer Service Center as needed and cover breaks and lunch periods.
- Complete daily reconciliation, accounting, and VeriBalance functions.
- In some locations, responsibilities include counting the safe, maintaining and reconciling self‑checkout registers, fuel center funds, and preparing tills and deposits.
- Monitor cashier accountability and research problems or shortages.
- Report issues to the Service Operations/Front End Manager and Store Director, including:
- Out‑of‑warranty checks
- WIC violations
- Check‑cashing procedure violations
- Cash variances
- Improper refunds
- Voids
- Till balance irregularities
- Partner with Division Loss Prevention and Front End leadership to resolve cash and shrink issues.
- Maintain the sales book and report daily/weekly sales information to the Division Office.
- Assist the Store Director with billing and invoice processing.
- Perform administrative tasks such as ordering money orders, bus passes, lottery, gift cards, postage, and change (as applicable).
- Use various computer programs and email systems to complete administrative duties.
- Report attendance problems and schedule violations to the Store Director and department managers promptly.
- Review internal and external applications, conduct screening interviews, and coordinate interviews with department managers.
- Administer the job‑posting program.
- Manage pre‑employment drug testing and tax credit processes.
- Complete the new hire process, coordinate training, and conduct orientation and related programs.
- Coordinate and maintain all aspects of the computer‑assisted hiring process.
- Attend outside recruiting events (e.g., job fairs) as needed.
- Maintain all recruiting materials, applications, policy acknowledgment forms, and interview/hiring records.
- Order and distribute uniforms, nametags, and store supplies.
- Handle outgoing/incoming mail and maintain office files.
- Update break‑room communication boards as needed.
- Serve as a liaison between Human Resources, Payroll, and Benefits Departments.
- Handle payroll and benefits administration issues in coordination with the Store Director and HR team.
- Review time records for compliance with company policies.
- Submit and process payroll on time.
- Maintain Time & Attendance reports, correction forms, schedules, and personnel records in accordance with company policies.
- Coordinate, input, and track leave paperwork including:
- Disability
- Military leave
- General Leave
- Workers’ Compensation / Texas Workplace Injury Benefit Plan
- FMLA
- Other leaves of absence
- Process paperwork for return‑from‑leave, reinstatements, and terminations.
- Maintain employee HR records securely.
- Keep medical files (doctor notes, injury documents, FMLA records, etc.) separate from personnel files.
- Ensure personnel files are complete and up‑to‑date through regular file audits.
- Submit personnel status changes, address changes, and terminations.
- Ensure compliance with records retention policies.
- Ensure minor employees provide required work certificates and are scheduled in compliance with state laws.
- Ensure compliance with HIPAA and confidentiality laws.
- Coordinate safety‑related activities, including monthly safety meetings (as assigned).
- Support service award programs when applicable.
- Answer and respond to incoming calls appropriately.
- Support front end operations.
- Maintain cleanliness and neat appearance of the office area.
- Perform all duties with honesty, integrity, and in compliance with company policies and procedures.
- Perform other necessary and required duties as assigned.