Commissary Administrative Assistant

Pinkbox Doughnuts; Las Vegas (NV); On-site; USD 36,000 - 54,000; Full time

Job summary

Pinkbox Doughnuts in Las Vegas seeks a Commissary Administrative Assistant to keep operations running smoothly. This role handles timekeeping, payroll support, employee coordination, procurement, and inventory tasks in a fast-paced commissary environment.

You will prepare PAFs, schedule interviews, onboard new hires, process invoices, and liaise with purchasing and finance to manage costs and credits. Strong organizational skills and bilingual Spanish are highly valued.

Qualifications

• Bilingual Spanish fluency is highly preferred.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite and other administrative software.
• Excellent written and verbal communication skills.
• Attention to detail and ability to multitask.
• Previous administrative or clerical experience.
• Familiarity with inventory management and purchasing systems is a plus.

Responsibilities

• Timekeeping & Payroll Support: monitor timecards, 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 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 and assist with onboarding tasks.
• Procurement & Inventory Management: place and track orders with vendors and record invoices; track commissary waste and inventory counts.
• Production Support: print daily reports and packing lists; process special orders and liaise with purchasing and finance.

Skills

Bilingual Spanish fluency

Organizational & time management

MS Office proficiency

Communication skills

Attention to detail

Administrative experience

Inventory familiarity

Job description

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.
• 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.
• Liaise with the purchasing department regarding orders, credits, and inventory issues.
• Work with the finance department to address cost, pricing, and credit matters.

Qualifications:

• Bilingual Spanish fluency highly preferred
• 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.
• Comply with the brand and Company uniform and hygiene policies.