DC Administrative Coordinator

Ulta Beauty, Inc.•Fresno, CA

4d•Onsite

About The Position

Supports Distribution Center (DC) operations through supply purchasing, vendor negotiations, and contract management requiring sound judgement, professionalism, and confidentiality. This role directly impacts Ulta Beauty’s bottom line by securing quality services at competitive prices and fostering strong, mutually beneficial vendor relationships. In addition to administrative responsibilities, this role also provides hands-on physical coordination and support of all events and leadership-planned activities, ensuring seamless execution across the DC. Success in this position requires a passion for delivering results and service excellence in a fast-paced environment.

Requirements

High School Diploma or GED
2-3 years’ experience in similar administrative role is required
Proven organizational and time management skills and experience
Ability to negotiate pricing and suggest creative deal buys
Ability to work independently with minimal supervision
English Proficient
Excellent written and verbal communication skills
Ability to multi-task and meet deadlines with minimal direction
Experience with purchasing & inventory control
Proficiency with Microsoft Office Suite, strong skills with Excel
Professionalism and confidentiality required
Ability to work independently and as part of a team

Nice To Haves

Experience in office coordination or project coordination preferred
Previous SAP & Ariba experience is preferred

Responsibilities

Purchases all DC corrugated materials, operating supplies, packaging, janitorial services, etc.
Performs invoice verification for all DC expenditures, including receiving and coding invoices, tracking invoices in SAP & Ariba, and reporting period accruals.
Manages warehouse purchases of supplies and supply inventories, which requires setting up controls, tracking, and reporting for employee-based equipment usage and replenishment.
Assists in conducting DC new hire orientations and issuing necessary supplies.
Coordinates reward and recognition events for DC employees, including set up, clean up, and hands-on support during events.
Assists in coordination of DC fundraising and community events.
Maintains Genetec security database and issues all DC new hire, replacement, and agency or vendor badges.
Supports DC Management with daily tasks, including mail, expense reports, vacation schedules, reports, and related duties.
Provides UPS support functions, such as handling and shipping expedites, reporting and tracking expedited shipments, and vendor chargebacks.
Monitors the recycle program and ensure supplies, trailers, and compactors are accessible and ready for use.
Creates and maintains DC communications and postings, including event calendars and break room table and/or TV postings.
Serves as a backup for the DC PS Specialist and E&F Planning Purchaser when needed.
Completes special projects and other duties as assigned.
Maintains prompt, regular attendance.
Demonstrates high standards of customer service.
Supports all associates and leadership in the DC.
Develops a partnership with People Success & Engineering & Facilities associates to maintain alignment and provide support.
Establishes professional peer and partner relationships that foster a shared interest in collaboratively delivering exceptional service.
Maintains open communication with leadership teams and provides regular updates on all projects.
Maintains confidentiality of privileged and sensitive information.
Attends mandatory trainings and meetings to enable continuous professional development.
Maintains a working knowledge of and ensures compliance with Ulta Beauty policies, procedures, and standards.
Follows all safety
Communicates any inventory or purchasing needs to DC Director for timely approvals to ensure adequate stock is maintained.
Maintains outstanding operational standards, including cleanliness of work area, main office, supply closets, leadership break area, and any additional assigned area.
Adheres to the Ulta Beauty dress code.
Protects company assets by following loss prevention best practices and providing exceptional service.
Executes other operational tasks as directed.