Administrative Assistant (Commissary)

Siegel Group Nevada; Las Vegas (NV); On-site; USD 36,000 - 48,000; Full time

Job summary

Pinkbox Doughnuts in Las Vegas is seeking a Commissary Administrative Assistant to support operations with accurate records, timekeeping, payroll support, onboarding, and procurement tasks.

The role requires strong organization, excellent communication, and the ability to juggle multiple tasks in a fast-paced restaurant environment; experience in clerical work and familiarity with inventory/purchasing is a plus.

Qualifications

• Strong organizational and time management skills.
• Excellent written and verbal communication.
• Proficiency in MS Office and admin software.
• Experience in clerical/administrative roles preferred.
• Familiarity with inventory and purchasing systems is a plus.

Responsibilities

• Monitor timecards and assist payroll processing.
• Coordinate interviews, onboarding, and HR tasks.
• Place and track vendor orders and manage invoices.
• Print production reports and process orders.
• Coordinate with purchasing and finance on inventory and costs.

Job description

Job Details

• Job Location: Las Vegas, NV 89169
• Position Type: Full Time
• Education Level: Not Specified
• Job Shift: Any
• Job Category: Admin - Clerical

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.

Qualifications

• 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