WHO WE ARE

At Ghirardelli, we're on a mission to become a one billion dollar brand and beyond. We want to be every consumer's first choice of premium chocolate, and we believe we can do that through our products and the way we do business, which are all inspired by our brand commitment to Making Life A Bite Better. We are a company committed to both personal and professional growth and believe that each employee contributes directly to Ghirardelli's growth and success.

The Senior Administrative Coordinator supports the Administration Department and the Senior Executive Assistant/Senior Office Facilities Manager in all aspects of providing quality reception functions, administrative services, and program-specific support.This role may additionally be providing entry-level Human Resources support for the Human Resources department in an administrative capacity, to input data into the HRIS database, performs filing, make copies, works with third party administrator to verify unemployment claims. This role may also have the ability to participate in or even lead Human Resources-related projects on an ad hoc basis.

Clerical/Administrative

• Ensures deadlines are met; keep management and staff informed on key issues.
• Compose, draft, and prepare unique correspondence and memoranda; compose correspondence on own initiative for management signature, including sensitive personnel information.
• Performs multiple concurrent tasks, determine actions required, provide follow-through, and respond to inquiries.
• Works collaboratively and seeks ways to improve and elevate the role.
• Keep track of office supply inventory and maintain appropriate levels of stock for regularly used items.
• Ensures operation of office equipment; troubleshoot malfunctions and/or call for repairs.
• Trains, develops, and directs front desk assistant

• Completes expense reports, processes routine invoices and purchase orders.
• Maintains various vendor relations, such as building management requests, office supplies, carpet cleaning, shred bins, offsite file storage, corporate plants, etc.
• Coordinates logistics for various employee celebrations and events as directed by the Executive Assistant / Office Facilities Manager
• Meet and greet persons entering the organization, determines the nature and purpose of visit, and directs visitor(s) to specific destination or answers questions and provides information in a professional manner. Ensures health and safety procedures are adhered to.
• Create, process, and replace security office badges for new employees, lost badges, and temp badges.
• Organize and set up office events.
• Receives and directs telephone calls, and emails, with a focus on customer service. Is courteous, professional, and timely in answering general questions and in addressing business concerns
• Listens and builds customer relationships (internally and externally); increases customer satisfaction and ensure commitments are met
• Represent company in a professional manner.
• Collect monies, distribute tickets, and track data of the sale of any consignment tickets. (e.g., Great America and Marine World)
• Track employee sign-up for various Ghirardelli functions.
• Distribute paychecks and other correspondence to BCT hourly employees as needed
• Type memos, correspondence or other documents as needed
• Record, compile, enter and retrieve information by using a computer.
• Create Employee Function Announcements (e.g., Holiday Lunch, Appreciation BBQ, Cookie Exchange, Candy Sales) using appropriate email protocol and relevant electronic format (Word, PowerPoint, Excel)
• Assists in the development, implementation, and ongoing maintenance of office procedures.
• Establishes and maintains files and filing systems.
• Coordinates meeting and conference logistics.
• Copies, assembles, and binds reports and proposals.
• Assists or backs up other clerical positions, as needed.
• Oversees or assists the front desk Receptionist to ensure the employee breakroom and pantry are clean throughout the day. Ensures that the dishwashers are loaded/unloaded at the start and end of each business day as well as maintenance of coffee machines
• Assists with catering orders, set-up, and clean-up of meetings, as needed.
• Works on ad hoc projects, as requested.
• Other duties as assigned.

Human Resources Administration

• Run monthly reports using HRIS system for HR
• Answer requests for Verbal Employment Verification from external sources
• Alphabetize documentations for personnel records and benefit records using A – Z filing system
• Photocopy, as needed, personnel records, pre-employment records, and benefit records

Mailroom

• Serves as back-up for mailroom duties held by the mailroom assistant and provides additional support on large mailing projects.
• Deliver incoming FedEx and UPS packages to employees upon receipt.
• Sort and distribute incoming mail from Post Office.
• Prepare UPS and FedEx mailings for daily pick up.
• Coordinate courier service when necessary.