Administrative Coordinator

Colonial Group; Los Angeles (CA); On-site; USD 36,000 - 44,000; Full time

Job summary

Vestis Corporate seeks an Administrative Coordinator to support Payroll, HR, Finance, and Office functions in a cross-trained, on-site role at our Los Angeles facility.

You'll assist with weekly payroll, employee records, and office operations while collaborating with multiple departments to ensure accurate reporting and timely processes.

Qualifications

• 1–5 years of work experience preferred.
• 2-year degree preferred but not required.
• Experience with Oracle E-Business Suite is a plus.
• Proficiency in Microsoft Office (Word/Excel/Outlook) noted as baseline knowledge.

Responsibilities

• Payroll processing and time-tracking support per policy and CBAs.
• Maintain time and attendance and communicate with market center employees.
• HR records upkeep incl. DOT, OSHA, and personnel files.
• Support onboarding and new hire packets per guidelines.
• Maintain management reports and inventory, assist with KPI data entry.
• Support daily office functions, including procurement and front desk duties.
• Prepare and scan/broadcast billing-related information for Billing Hub or Customer Desk.

Skills

Communication

Detail-oriented

Multi-tasking

Education

2-year degree

Tools

Oracle E-Business Suite

Microsoft Excel

Job description

Overview

The Administrative Coordinator is responsible for a collection of responsibilities which must take place. These responsibilities may in fact be shared amongst Administrative Coordinators and each coordinator should be cross trained and conversant on how to effectively complete all required tasks. The Administrative Coordinator is a multi-faceted role that supports the functions of Finance, Payroll, Human Resources, DOT Compliance, Legal, Labor Relations, and other Vestis Corporate departments.

Responsibilities / Essential Functions

On-Site Payroll Responsibilities

• Support the Payroll Group Processor in weekly payroll processing, including tracking time and attendance, reporting commissions, and other related tasks in accordance with company policy and collective bargaining agreements.
• Forward and/or post notices from Central, Regional Management, and the Group Processor to market center employees regarding Company Policy, Payroll, HR, and Compliance practices.
• Review and maintain the time and attendance system.

On-Site HR Responsibilities

• Implement new administrative procedures and forms as directed by the Group Processor, HR Management, and Finance.
• Maintain employee personnel files, DOT, OSHA, and other HR-compliant records as directed.
• Support New Hire Orientation and compile New Hire packets according to Central Office guidelines in cooperation with the Group Processor.

On-Site Accounting Responsibilities

• Review, support, and maintain Management Reports, including Gain & Loss reports in Field Management Reporting, monthly inventory, and monthly API review.
• Support accurate inventory counts, safety checks, and API reviews.
• Assist with weekly input of manual data required for Key Performance Measures (KPM).

On-Site Office Responsibilities

• Support daily office functions, including ordering supplies through iProcurement, ordering business cards, picking up mail (where applicable), ordering computers for new employees, and attending to the front desk.

On-Site Functional Responsibilities

• Support billing functions within the Market Center by printing invoices/settlement sheets and scanning/sending billing-related information to the Billing Hub or Customer Desk.
• Provide management reports to the Market Center management team.

Knowledge / Skills / Abilities

• Strong oral and written communication skills.
• Ability to develop and maintain positive working relationships.
• Detail-oriented with strong organizational and multi-tasking skills.
• Experience with Oracle Business Suite is a plus.

Working Environment / Safety Requirements

No special physical requirements. Position is situated in an office environment.

Experience

1–5 years of work experience preferred. Proficiency in Microsoft Suite, specifically Excel, required.

Education

2-year degree preferred but not required.

Compensation:

The salary rate that Vestis reasonably expects to pay for this position ranges from $26.39 to $32.98, depending on circumstances including an applicant’s skills and qualifications, certain degrees and certifications, prior job experience, market data, and other relevant factors.