Back-Up Admin Coordinator

DUTIES AND RESPONSIBILITIES — Back-Up Administrative Coordinator Customer Service & Front-End Support

• Serve as the back‑up to the Administrative Coordinator, assuming all responsibilities when needed.
• Arrive to work by 6:00 AM consistently.
• Support the Customer Service Center and provide break and lunch coverage.
• Answer incoming calls professionally; assist customers and resolve concerns appropriately.
• Support front‑end operations as needed.

• Complete the daily reconciliation, accounting, and Veri Balance processes.
• In some divisions, responsibilities include:
  • Counting the safe
  • Maintaining and reconciling self‑checkout registers
  • Managing fuel center balancing
  • Preparing tills and deposits
• Monitor cashier accountability; research and report issues such as:
  • Out‑of‑warranty checks
  • WIC violations
  • Check‑cashing violations
  • Cash variances
  • Improper refunds or voids
  • Till‑balance irregularities
• Partner with Division Loss Prevention and Front End leadership to resolve cash discrepancies and shrink issues.
• Maintain the sales book and report daily/weekly sales to the Division Office.
• Assist the Store Director with billing and invoice processing.

• Perform administrative tasks including ordering money orders, bus passes, lottery, gift cards, postage, and change (if applicable).
• Utilize various computer programs, systems, and email platforms.
• Manage incoming/outgoing mail and maintain organized office files.
• Update breakroom HR information boards, communication postings, and required compliance documents.
• Ensure the office area remains clean, organized, and professional in appearance.

• Review internal and external applications; conduct screening interviews and schedule department manager interviews.
• Administer the Job Posting Program and manage:
  • Pre‑employment drug testing
  • Tax credit processing
• Complete the full new‑hire process, coordinate training, and conduct orientation and onboarding sessions.
• Maintain all recruiting materials, applications, policy sign‑off forms, and related documentation.
• Attend external recruiting events (e.g., job fairs) when required.

• Act as liaison between HR, Payroll, and Benefits departments.
• Address payroll and benefits administration questions; support Store Director and HR with personnel issues.
• Review employee time records for payroll compliance.
• Submit and process payroll in a timely, accurate manner.
• Maintain Time & Attendance reports, correction forms, schedules, and personnel records.
• Coordinate, input, and track all leave‑of‑absence paperwork, including:
  • Disability
  • Military leave
  • General Leave
  • Workers' Compensation or Texas Workplace Injury Benefit Plan
  • FMLA and other medical leaves
• Process reinstatements, terminations, and other status changes.
• Maintain secure, compliant employee HR files and keep medical files stored separately.
• Conduct in‑store file audits to ensure complete, up‑to‑date documentation.
• Submit personnel changes and ensure records retention compliance.

• Ensure minor associates have required work permits and are scheduled in compliance with state laws.
• Monitor and report attendance and schedule violations promptly.
• Ensure full compliance with HIPAA and all confidentiality requirements under federal and state law.
• Support safety‑related activities, including coordinating monthly safety meetings (if assigned).
• Support store recognition programs.
• Perform all duties with honesty, integrity, and adherence to company policies and procedures.