Office Administrator (Printing & Distribution)

Peoplease • Ontario, CA

11d • Onsite

About The Position

The Office Administrator is responsible for all on-site print production and shipping operations at the location. This is a solo operator role involving the secure printing, packaging, and distribution of payroll checks and related documents in a controlled production environment. This position supports mission-critical payroll operations by ensuring accuracy, timeliness, compliance, and confidentiality of sensitive materials. The role also provides shipping coordination and basic administrative support, including logistics tracking, supply management, and email communications. Success in this role requires strong attention to detail, the ability to work independently, and comfort operating production equipment while following strict security procedures. This is an on-site position in Ontario, California.

Requirements

• High School Diploma or Equivalent
• 2+ years of experience in production printing, or mailroom/logistics operations
• 2+ years of customer service experience
• Ability to be on-site in Ontario, California office
• Full-time 8am-5pm PT schedule
• Strong attention to detail and accuracy
• Proficiency in Microsoft Outlook, Word, and Excel
• Experience using UPS and FedEx shipping systems
• Ability to lift up to 40 lbs
• Strong time-management and organizational skills
• Ability to work independently and meet deadlines
• Professional handling of confidential information

Nice To Haves

• Associate's Degree in business or administration
• Experience in payroll environments
• Familiarity with payroll platforms (e.g., PrismHR)
• Experience operating pressure sealers or production print equipment
• Experience in regulated or compliance-driven environments

Responsibilities

• Print live payroll checks and related reports
• Operate high-volume production printers and pressure-sealing equipment
• Perform quality checks for alignment, accuracy, and sequencing
• Prepare sealed checks for shipment
• Identify and escalate discrepancies before distribution
• Package payroll materials according to internal procedures
• Create shipments using UPS and FedEx systems
• Coordinate daily carrier pickups and track deliveries
• Receive and log incoming supplies (check stock, toner, paper)
• Answer, route, and respond to client inquiries via phone or email
• Monitor shared and individual Outlook inboxes for time-sensitive requests
• Respond to or route emails appropriately
• Maintain organized records of shipments and correspondence
• Assist with projects and other duties as assigned
• Maintain strict chain-of-custody for checks, MICR toner, and payroll reports
• Ensure secure storage and handling of confidential materials
• Follow all SOPs, audit requirements, and compliance protocols
• Report equipment or environmental issues immediately
• Perform daily startup and shutdown of production equipment
• Clear jams and perform basic troubleshooting
• Coordinate vendor service calls as needed
• Maintain a clean, organized, and secure production space
• Cross-train with backup personnel
• Assist with off-cycle or emergency payroll packaging as needed

Benefits

• Competitive salary and benefits package

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED