Administrative Services Manager

White Castle; Vandalia, Northern (OH, KY); On-site; USD 66,000 - 81,000; Full time

Benefits offered by this job

Weekly paychecks

Incentive programs/bonus

Shift premium

Promote from within

Medical Insurance

Dental Insurance

Vision Insurance

Life & AD&D

401K & profit sharing

Sick pay

Bereavement pay

Employee Assistance Program

Tuition Reimbursement

Paid Holidays & Vacation

Paid Breaks

And more!!

Job summary

White Castle is seeking an Administrative Services Manager to oversee plant administration, payroll coordination and benefits administration at our Vandalia plant. You will liaise with Plant Management and Home Office teams to ensure smooth operations.

The role requires strong MS Word/Excel skills, confidentiality, and the ability to multi-task in a fast-paced environment. On-site presence is expected, with overtime as needed to support the team.

Qualifications

• High School diploma or GED required. Associate degree preferred or 5 years office experience.
• Proficient in MS Word and Excel; ability to troubleshoot office equipment.

Responsibilities

• Prepare and verify weekly plant labor hours for payroll; coordinate schedules.
• Administer pre-employment processes and new hire orientation including I-9 and tax forms.
• Administer separation documentation and unemployment reporting; manage absentee program.
• Serve as liaison between Plant Manager and Team Member Services; address employee relations matters.
• Onboard and enroll benefits; oversee performance appraisal process and suggestion program.
• Process workers’ compensation, OSHA logs and risk reporting; ensure safety policy compliance.
• Maintain vendor relationships, office supplies and general office procedures.

Skills

MS Word

Excel

Troubleshooting

Communication skills

Leadership

Office management

Confidentiality

Education

High School diploma or GED

Associate degree preferred

Tools

None listed

Job description

When what you Crave is a job that combines creative, challenging and ever-changing work with an experienced inclusive team committed to create memorable moments every day, only White Castle hits the spot!

We’re America’s first fast-food hamburger chain with more than a century of service to a nation of Cravers. But we’re not satisfied with an impressive past. We’ve got our eye on an even tastier future, and we want you to be part of it! White Castle is always looking for passionate, energetic, results driven people to join our teams.

The Administrative Services Manager administers, coordinates, and assists with managing administrative systems and processes in support of all departments throughout the plant. The incumbent will maintain an efficient and professional plant administration office and function as liaison between Plant Management and Home Office Manufacturing Operations, Team Member Services, Benefits, Payroll, Risk Management, IS/IT, and other related departments as needed. Administrative Service Managers are expected to perform related duties assigned by management, which may be added, revised, or eliminated based on business and operational needs, with or without advance notice.

What we are looking for

• High School diploma or GED;
• An associate degree is preferred (or at least 5 years of experience in an office environment);
• Prior supervisory experience preferred;
• Proficient computer skills with MS Word and Excel and have ability to troubleshoot computers and office equipment;
• Possess strong math and good reading and professional writing skills;
• Must maintain confidentiality and present a professional image and demeanor are essential;
• Excellent interpersonal and communication skills, and must work well in difficult situations;
• Must be able to multi-task, troubleshoot problems and research complex problems to find resolutions, and easily shift priorities and work in a fast-paced environment with various interruptions.
• Experience in basic accounting, office practices and business operations; with knowledge and working experience in payroll, benefits, Worker’s Compensation, FMLA, and HIPAA compliance; and
• Successfully complete on-the-job training.

What you will do

• Prepare, verify, and submit all weekly plant labor hours for payroll processing. Coordinate and verify schedules;
• Post open positions and assist with staffing needs per procedures.Administer pre-employment process, and new hire orientation ensuring all required company, government forms and materials such as I-9’s, State and Federal Tax forms, etc. are completed and entered into internal systems;
• Administer separation documentation and maintain unemployment reporting and software;
• Manage Absentee Program per policy and assist team members and supervisors with discrepancies;
• Act as liaison for Plant Manager and Team Member Services to ensure all employee relations matters are reported to the TMS Department for investigation and guidance;
• Assists with documentation and coordination of meetings and interviews;
• Conduct onboarding and new hire orientation of White Castle policies, procedures, history and benefits;
• Assist with open enrollment of benefits, performance appraisal administration, and oversees team member suggestion program;
• Process all Workers’ Compensation claims.Complete OSHA reporting logs and ensure all necessary paperwork is reported promptly to Risk Management;
• Assist plant management in ensuring compliance with Company safety and security policies and procedures;
• Oversee FMLA certification and time off process, coordinating with supervisor and TMS regarding restricted/light duty needs ensuring confidentiality of protected health information;
• POC for IS/IT and plant office equipment (PCs, timeclocks, Kiosks, network, TM App, cameras, Envoy, Alchemy etc.);
• Maintain vendor relationships, office supplies and general office procedure, and business correspondence, including but not limited to invoices, bills of lading, purchase orders, accounts payable/receivable etc.;
• Maintain an inviting and a professional atmosphere in the front office;
• Crosstrain others in office to provide backup support of administrative area as needed; and
• Physical presence at the plant primarily during business hours and/or hours that meet the needs of the team members or the plant, including overtime, weekends and holidays.

Salary Minimum: $73,263.84 yearly

Benefits while working at White Castle:

• Weekly paychecks
• Incentive programs/bonus
• Shift premium
• Promote from within practice
• Medical, Dental, & Vision Insurance
• Life & AD&D
• 401K & profit sharing plans
• Sick pay
• Bereavement pay
• Employee Assistance Program
• Tuition Reimbursement
• Paid Holidays & Vacation
• Paid Breaks
• And more!!

White Castle is an Equal Opportunity Employer