Senior Administrative Specialist (West Coast)

KITH•Malibu, CA

1d•$80,000 - $85,000•Onsite

About The Position

The Senior Administrative Specialist (West Coast) is a key strategic and operational partner between the West Coast retail stores, Warehouses, Treats and Food & Beverage locations, and the Human Resources team. Reporting to the Senior Global Director of Retail and closely collaborating with Human Resources. While this role is heavily administrative and compliance focused, the Senior Administrative Specialist will also support the store teams operationally when needed. This role is based out of the Los Angeles Market and supports store operations across the West Coast region. It plays a critical role in ensuring a seamless and consistent employee experience through effective onboarding, scheduling, payroll coordination, compliance management, and employee relations support. As a subject matter expert and regional resource, the Senior Administrative Specialist provides both day-to-day operational support and higher-level strategic insight to store leadership and HR Partners. This position should be the main point of contact and subject matter expert for all Company specific policies and compliance (state & local) to ensure alignment with operational excellence. The Senior Administrative Specialist will partner with Human Resources on updates and communications related to the teams. This role will be primarily responsible for supporting all Store Leadership teams and handling all administrative functions as well as execution and oversight of critical administrative and compliance processes. This role will oversee all onboarding to provide the best new hire experience for all new team members.

Requirements

Open availability including evenings, weekends, holidays, overnight shifts, and key retail moments (e.g. product releases).
Travel up to 40% to West Coast locations based on business needs.
4-6+ years of experience in retail administration or store operations/management, preferably in a multi-site or regional capacity.
Prior experience in a retail leadership or senior administrative role within a fast-paced, high-volume retail environment.
Experience with HRIS systems such as Workday preferred.
Strong working knowledge of local and federal labor laws within the region and retail operation best practices.
High level of discretion, confidentiality, and professional judgement.
Excellent communication skills, both written and verbal.
Strong organizational skills with the ability to manage competing priorities.
Proactive problem-solving mindset with a collaborative approach.
Ability to work independently and navigate ambiguous or evolving processes.
Standing/Walking for prolonged periods of time
Lifting or moving up to 30 pounds
Bending, twisting as well as climbing of ladders and other physical tasks related to standard retail operations

Responsibilities

Regional Administrative Operations: Serve as the primary administrative liaison for all West Coast business, overseeing daily scheduling, payroll coordination, absence management, and compliance-related functions.
Complete in-store scheduling through Workday, ensuring accuracy for more than 100 employees across multiple locations.
Oversee and approve all employee absences and time-off requests in partnership with the General Managers. Can act as a proxy for the General Managers as needed, in their absence.
Lead the completion of payroll and reporting on a weekly basis, identifying inconsistencies, time and attendance and reviewing with Senior Global Director of Retail and General Managers.
Conduct monthly audits of commission & tips reporting in partnership with Senior Global Director of Retail and payroll partners.
Monthly compliance audits for state and company specific regulations: meal breaks, predictive scheduling, wage and hour, compliance training, etc.
Regularly spend time on the sales floor and throughout the business to develop a comprehensive understanding of the overall retail operations. Make recommendations to the General Managers to improve scheduling effectiveness and enhance retail efficiency.
Compliance and Policy Execution: Conduct monthly audits across all locations to ensure posting accuracy and record-keeping requirements are met.
Ensure store-level compliance with all applicable federal, state and local labor laws (e.g., wage & hour, OSHA, meal/rest breaks, predictive scheduling, training requirements, etc).
Maintain and update in-store HR communications in coordination with the HR Business Partner Team directives.
Partner with HR on policy interpretation, implementation, and employee communications.
Talent Onboarding and Employee Experience: Own the full administrative onboarding lifecycle for new hires within the market, from offer letter to Day 1 orientation scheduling.
Ensure new team members receive a high-touch, consistent onboarding experience across locations. Act as a key resource for new hires and store leaders during the transition period.
Employee Relations and Documentation Support: Facilitate low to mid-level employee relations concerns, intake conversations, in partnership with Human Resources, acting a first point of contact.
Partner with Human Resources to escalate high-level employee relations concerns and policy violations.
Initiate and create employee documentation for Time & Attendance infractions and performance related metrics, partnering with Human Resources and General Managers for approval and delivery.
Assist Human Resources and General Managers with drafting and delivering employee documentation and disciplinary actions. Act as a witness or notetaker to conversations as needed.
Participate in and assist General Managers with employee quarterly touchbases and other formal performance reviews as part of the employee life cycle, as needed.
Special Projects and Cross-Functional Partnership: Represent the West Coast retail administrative functions on cross-regional projects, launches and initiatives.
Disseminate brand-wide communications at store team meetings.
Collect and maintain employee documentation as required for audits, investigations, or compliance.