Administrative Assistant (New Jersey) at West Pak Avocado, Inc.

HR/Ops Administrative Assistant – West Pak Avocado, Inc. - New Jersey

Position Summary

The HR / Administrative Assistant is a key support role within the Distribution Center, responsible for a wide range of administrative, safety, and human resources functions. This position ensures accurate documentation, facilitates food and workplace safety programs, supports daily operations, and assists leadership with reporting and audits. In addition, the role provides essential HR support, including coordinating employee onboarding and orientation, processing temporary staffing requests, ensuring compliance with personnel documentation requirements, and serving as a liaison with the Corporate HR team in Murrieta, California.

The ideal candidate is bilingual, detail-oriented, and capable of balancing multiple priorities in a fast-paced environment.

Primary Duties & Responsibilities

Administrative Support

• Manage calendars, schedule meetings, and coordinate travel arrangements for the on-site manager.
• Screen emails and phone calls; respond or redirect as necessary
• Prepare agendas, take meeting notes, and follow up on action items
• Draft and format internal communications, reports, and memos
• Provide administrative support for safety tailgate topics to DC supervisors and managers.
• Monitor, evaluate, and report weekly inventory levels for all materials.
• Support PPE (Personal Protective Equipment) compliance, communication, and enforcement across the facility.
• Conduct daily, weekly, and monthly safety inspections.
• Assist supervisors/managers with internal and external audit preparation and documentation.
• Support the DC Manager with record-keeping, safety documentation, Excel reporting, and monthly expense reports.
• Track and update department attendance, labor logs, and vacation schedules
• Collect and organize departmental reports (production, shipping, maintenance)
• Maintain updated records of SOPs, policy files, and audit documentation
• Code and process weekly invoices to the appropriate accounts.
• Assist with purchasing office supplies, warehouse materials, and maintenance team resources.
• Perform office support duties, including answering and routing phone calls, responding to emails, and coordinating with vendors.
• Collaborate with the Purchasing Department to process and track purchase orders.
• Follow up with vendors regarding order confirmations, deliveries, and discrepancies.
• Maintain organized records of all purchases and assist with reconciling PO logs.
• Greet and assist visitors, vendors, and employees, providing information and directing inquiries as needed.
• Maintain a clean and organized office environment, including the lobby, conference room, break rooms, and storage areas.
• Restock office supplies, beverages, and snacks as needed.
• Support the maintenance department with filing, ordering supplies, and communication with DC management.
• Assist with expense reports, invoice tracking, and departmental budgeting support.
• Ensure accurate documentation and timely processing of receipts and payments.
• Coordinate with the Finance Department to ensure accurate invoice coding.
• Collaborate with team members across DC office locations and provide communication support for higher-level management.
• Support task tracking for operational projects
• Help compile data for time studies, audits, and special initiatives

Human Resources Support

• Coordinate temporary agency personnel requests, process weekly timecards, and send updated temp logs to Corporate HR.
• Ensure all new-hire and personnel documentation is submitted accurately to the Corporate HR team in Murrieta, California.
• Assist with employee events, timecard corrections, seasonal office decorations, and HR-related documentation.
• Partner with HR to schedule orientations, trainings, employee activities, and exit interviews.

Education & Experience

• High School Diploma or equivalent required; AA Degree preferred.
• Minimum of 2 years of HR administrative support experience or HR certification.

Skills & Competencies

• Bilingual – English / Spanish (required).
• Strong time management and organizational skills with the ability to prioritize effectively.
• High attention to detail with strong multi-tasking and problem-solving abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent written and verbal communication skills for interaction with employees, supervisors, managers, and external partners.
• Strong interpersonal skills with the ability to foster teamwork, build morale, and support group commitments to goals and objectives.
• Maintains a high level of professionalism by safeguarding the confidentiality of sensitive employee and company information.
• Consistently follows policies and procedures while completing administrative tasks accurately and on time.

Physical Requirements & Working Conditions

While performing the duties of this role, the employee is required to:

• Stand, walk, stoop, kneel, crouch, and lift/carry 10–50 pounds (with or without assistance). Frequently sit, reach with hands and arms, talk, and hear.
• Have sufficient mobility to visit other locations as needed.
• Maintain good hand-eye coordination, dexterity, and visual acuity to operate a computer and office equipment.