Benefits:
- 401(k)
- Bonus based on performance
- Dental insurance
- Employee discounts
- Flexible schedule
- Health insurance
- Paid time off
- Training & development
- Vision insurance
The Administrative Specialist's main role is to provide support to both the Human Resources and Accounting departments to ensure the smooth function, improved productivity and streamlined workflow. This includes the development, execution and evaluation of procedures, workflow and standards in compliance with Gin & Luck's overall mission and goals.
Duties & Responsibilities
The Administrative Specialist’s core accountabilities are:
- Human Resources
- ATS Management: management & implementation of R365 HIRE platform
- Benefits Assistance: open enrollment and general program assitance
- General Support: onboarding assistance and employee related initiatives/projects
- Employee Databases: general database maintenance and audit reporting
- Accounting
- Payroll Management: prepare, review & execute payroll for all G&L entities[1] [2] [3]
- Benefits System Management: deductions, weekly employment status audits
- Digital Systems Support: troubleshooting, user assistance, business processes
Demonstrate the Core Values of Gin & Luck
- Curiosity: We learn and improve through active observation and creative problem solving.
- A.B.K.: We anticipate, prepare and execute with intention
- Pursuit of Excellence: We will forever be chasing excellence, even when we sometimes fail. It is a pursuit without end
- Contagious Joy: When we're having fun, it emanates out and influences our work and the people around us
- Connection: We build relationships through intuition, empathy, and transparency
Core Processes
- Create or contribute to the creation of, and regularly update, train, and hold direct reports accountable to the following G&L Core Processes. Further detail on process management in detailed responsibilities below. Administrative Specialist will be expected to allocate their workload in the approximate percentages:
- People Process 15%
- Openings Process 10%
- Operations Process 20%
- Admin Process: 55%
The Administrative Specialist detailed duties and responsibilities:
- ATS Management
- Assist Operations team with posting of opening and ongoing position openings
- Manage R365 HIRE (ATS) platform keeping all job postings, applicant communication, talent identification curr
- Update & maintain all templates, messages and processes within R365 HIRE
- Benefits Assistance & Management
- Manage Benefit rollout for new G&L employees
- Management of all Employee benefits via the ESelfserve platform
- Management of employee 401k program via Human Interest or equivalent
- Ensure proper deduction management via R365 Payroll platform
- Human Resources Support
- Assist with onboarding of new employees to include necessary documentation and benefit information
- Assist in execution of performance review process bi-annually
- Other ad-hoc reports and projects[BJG4]
- Employee Documentation Management
- Manage security of employee files and documentation[BJG5]
- Assist Director of People & Culture with administration of all benefits offerings, including open enrollment and new benefits programs.
- Assist in annual reporting including ACA & EEO-1 reporting
- Employee Databases: general database maintenance and audit reporting
- Adhere to all State and Federal Labor Laws
- Payroll Management
- Review payroll register from payroll system for accuracy
- Prepare, maintain, and distribute payroll reports
- Maintain, update, and create employee payroll records and files
- Secure and archive required payroll records for the appropriate length of time per state, federal, and company guidelines
- Review, verify, and reconcile timesheets, overtime, and other pay-related information, and post information onto designated records[6]
- Audit Accrual hours per employee per state/ rollover
- Assist Senior Accountant with inquiries for employees and managers/supervisors on payroll matters and benefit plans
- Other ad-hoc reports and projects
- Digital Systems Support
- General user support of digital platforms; Monday.com, Lightspeed POS, R365 ecosystem, etc
Attend regularly scheduled Meeting Cadence:
- Quarterly
- Department Quarterly and Annual Planning Sessions
- Quarterly and Annual Conversations
- State of the Company
- Weekly:
- Administration L10
- Bi-Weekly
- Director of People & Culture Alignment Meeting
- Administration/Ops ‘Catch Up’ Meeting
- As Needed
- Operations L10
- Finance L10
- Brick & Mortar L10’s
Communication & Collaboration
- All leadership positions are expected to adhere to our guiding principle of Leadership, Managing, and Accountability (LMA)
- Provide a strong sense of leadership in all Gin & Luck activities – lead by example.
- Maintain effective communication with ownership, management, leads, and all staff.
- Maintain a reasonable response time for all communication. At minimum, a confirmation (by email, slack, text or call) same day with a timeline in regard to a full response.
- Participate in marketing initiatives and activations as needed
Note: This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job
This is a remote position.