Back‑Up Admin Coordinator

Albertsons•Colleyville, TX

About The Position

Back‑Up Administrative Coordinator – Duties and Responsibilities General Support & Coverage Serve as back‑up to the Administrative Coordinator. Arrive to work by 6:00 AM. Assist the Customer Service Center as needed and cover breaks and lunch periods. Reconciliation, Accounting & VeriBalance Complete daily reconciliation, accounting, and VeriBalance functions. In some locations, responsibilities include counting the safe, maintaining and reconciling self‑checkout registers, fuel center funds, and preparing tills and deposits. Cash Accountability & Compliance Monitor cashier accountability and research problems or shortages. Report issues to the Service Operations/Front End Manager and Store Director, including: Out‑of‑warranty checks WIC violations Check‑cashing procedure violations Cash variances Improper refunds Voids Till balance irregularities Partner with Division Loss Prevention and Front End leadership to resolve cash and shrink issues. Sales Reporting & Store Administration Maintain the sales book and report daily/weekly sales information to the Division Office. Assist the Store Director with billing and invoice processing. Perform administrative tasks such as ordering money orders, bus passes, lottery, gift cards, postage, and change (as applicable). Use various computer programs and email systems to complete administrative duties. Attendance & Employee Issues Report attendance problems and schedule violations to the Store Director and department managers promptly. Recruiting, Hiring & Onboarding Review internal and external applications, conduct screening interviews, and coordinate interviews with department managers. Administer the job‑posting program. Manage pre‑employment drug testing and tax credit processes. Complete the new hire process, coordinate training, and conduct orientation and related programs. Coordinate and maintain all aspects of the computer‑assisted hiring process. Attend outside recruiting events (e.g., job fairs) as needed. Maintain all recruiting materials, applications, policy acknowledgment forms, and interview/hiring records. Employee Support, Payroll & HR Administration Order and distribute uniforms, nametags, and store supplies. Handle outgoing/incoming mail and maintain office files. Update break‑room communication boards as needed. Serve as a liaison between Human Resources, Payroll, and Benefits Departments. Handle payroll and benefits administration issues in coordination with the Store Director and HR team. Review time records for compliance with company policies. Submit and process payroll on time. Maintain Time & Attendance reports, correction forms, schedules, and personnel records in accordance with company policies. Leaves of Absence & Personnel Records Coordinate, input, and track leave paperwork including: Disability Military leave General Leave Workers’ Compensation / Texas Workplace Injury Benefit Plan FMLA Other leaves of absence Process paperwork for return‑from‑leave, reinstatements, and terminations. Maintain employee HR records securely. Keep medical files (doctor notes, injury documents, FMLA records, etc.) separate from personnel files. Ensure personnel files are complete and up‑to‑date through regular file audits. Submit personnel status changes, address changes, and terminations. Ensure compliance with records retention policies. Legal & Policy Compliance Ensure minor employees provide required work certificates and are scheduled in compliance with state laws. Ensure compliance with HIPAA and confidentiality laws. Safety & Store Support Coordinate safety‑related activities, including monthly safety meetings (as assigned). Support service award programs when applicable. Answer and respond to incoming calls appropriately. Support front end operations. Maintain cleanliness and neat appearance of the office area. Professional Standards Perform all duties with honesty, integrity, and in compliance with company policies and procedures. Perform other necessary and required duties as assigned.

Responsibilities

Serve as back‑up to the Administrative Coordinator.
Arrive to work by 6:00 AM.
Assist the Customer Service Center as needed and cover breaks and lunch periods.
Complete daily reconciliation, accounting, and VeriBalance functions.
Monitor cashier accountability and research problems or shortages.
Report issues to the Service Operations/Front End Manager and Store Director
Partner with Division Loss Prevention and Front End leadership to resolve cash and shrink issues.
Maintain the sales book and report daily/weekly sales information to the Division Office.
Assist the Store Director with billing and invoice processing.
Perform administrative tasks such as ordering money orders, bus passes, lottery, gift cards, postage, and change (as applicable).
Use various computer programs and email systems to complete administrative duties.
Report attendance problems and schedule violations to the Store Director and department managers promptly.
Review internal and external applications, conduct screening interviews, and coordinate interviews with department managers.
Administer the job‑posting program.
Manage pre‑employment drug testing and tax credit processes.
Complete the new hire process, coordinate training, and conduct orientation and related programs.
Coordinate and maintain all aspects of the computer‑assisted hiring process.
Attend outside recruiting events (e.g., job fairs) as needed.
Maintain all recruiting materials, applications, policy acknowledgment forms, and interview/hiring records.
Order and distribute uniforms, nametags, and store supplies.
Handle outgoing/incoming mail and maintain office files.
Update break‑room communication boards as needed.
Serve as a liaison between Human Resources, Payroll, and Benefits Departments.
Handle payroll and benefits administration issues in coordination with the Store Director and HR team.
Review time records for compliance with company policies.
Submit and process payroll on time.
Maintain Time & Attendance reports, correction forms, schedules, and personnel records in accordance with company policies.
Coordinate, input, and track leave paperwork
Process paperwork for return‑from‑leave, reinstatements, and terminations.
Maintain employee HR records securely.
Keep medical files (doctor notes, injury documents, FMLA records, etc.) separate from personnel files.
Ensure personnel files are complete and up‑to‑date through regular file audits.
Submit personnel status changes, address changes, and terminations.
Ensure compliance with records retention policies.
Ensure minor employees provide required work certificates and are scheduled in compliance with state laws.
Ensure compliance with HIPAA and confidentiality laws.
Coordinate safety‑related activities, including monthly safety meetings (as assigned).
Support service award programs when applicable.
Answer and respond to incoming calls appropriately.
Support front end operations.
Maintain cleanliness and neat appearance of the office area.
Perform all duties with honesty, integrity, and in compliance with company policies and procedures.
Perform other necessary and required duties as assigned.