Facility Admin

Sprout is a global IT hardware retirement provider for hyperscaler and enterprise clients. We leverage a nationwide footprint (and international partner network) combined with proprietary software to enable efficient end-to-end IT asset disposition with a focus on data-bearing devices from the client to the cloud. The company is headquartered in Charlotte, NC with additional operations near Sacramento, Dallas, and Boston. Sprout provides software and services to clients in the form of our IT Asset Disposition, Certified Destruction, and Responsible Recycling solutions. Since our founding as an electronic waste startup from a Duke University dorm room in 2014, we have been expanding at an average rate of >66% each year. By adhering to our 3 values (One Sprout, Deliver Excellence, and Integrity Matters), we are proud of our culture to move at #SproutSpeed to become the emerging leader in our industry. For more information, please visit: Position Summary The Facility Administrative Assistant is the site-level administrative and HR support function. The role owns payroll submission, time and attendance administration, onboarding execution, vendor insurance tracking, and facility support activities. The position is the first point of contact for employees on timekeeping, onboarding, and general site needs, and works in close coordination with the Facility Manager and corporate Human Resources. The role requires consistent handling of confidential employee and payroll information and is held to a strict confidentiality standard. Responsibilities Payroll and Timekeeping Process weekly payroll in Paychex and ensure accurate, on-time submission to published deadlines. Maintain secure access protocols for all payroll systems; do not share credentials or process payroll from unsecured devices. Administer Connecteam entries, including hours, absences, and missed punches. Assist with timecard review, PTO tracking, and attendance reporting. Enroll new employees into the time clock system and maintain accurate employee records within it. Submit the completed hours file to the Facility Manager for review and approval prior to payroll submission. The Administrative Assistant does not approve their own timecard edits or payroll submissions. The Administrative Assistant's own timecard is approved by the Facility Manager. Resolve employee mis-punches and timekeeping system issues, escalating unresolved items to HR. Control note — monthly roster reconciliation. The Facility Manager reconciles the time clock roster against the HR-maintained active headcount list monthly. This reconciliation is not performed by the Administrative Assistant. Discrepancies are escalated to HR for resolution before the next payroll cycle. Onboarding and Employee Lifecycle Coordinate Day One readiness to deliver a consistent first-day experience for new hires. Walk new hires through onboarding paperwork, create and maintain employee files, and coordinate orientation scheduling with HR. Track and manage 30/60/90-day review timelines; notify managers in advance of review due dates and confirm completion. Support continuous implementation of turnover reduction initiatives at the site level. Provide on-site employee support for system access issues, timekeeping questions, and general administrative needs. Vendor Insurance Compliance Maintain the site Certificate of Insurance (COI) log for all active vendors. Track expiration dates and request renewals in advance of lapse. Escalate non-conforming certificates and lapsed vendors; the Administrative Assistant does not evaluate coverage adequacy or approve exceptions. Documentation and Records Organize and file Bills of Lading (BOLs) and shipping/receiving documentation in accordance with site records retention requirements. Maintain orderly, retrievable site administrative records. Training Logistics Support Schedule training sessions, notify employees, and confirm attendance. Communication and Facility Support Monitor the employee call-in line and communicate absences to the Facility Manager and affected supervisors same-day. Provide managers with administrative updates and support daily team huddle communication. Order and maintain office, breakroom, and consumable supplies within budget. Coordinate monthly employee lunches, holiday events, and seasonal engagement activities. Coordinate office decorations and workplace culture initiatives. Support client, customer, and auditor visits with room preparation, visitor logistics, and hospitality. Audit document retrieval and auditor liaison responsibilities sit with the Facility QMS + Training Coordinator. Qualifications Required 2+ years administrative, HR support, or payroll administration experience. Demonstrated ability to handle confidential employee and compensation information appropriately. Proficiency in Microsoft Office, particularly Excel and Outlook. Strong attention to detail and consistent accuracy under deadline. Effective written and verbal communication with employees at all levels. Preferred Experience with Paychex, Connecteam, or comparable payroll and workforce management systems. Experience supporting a warehouse, manufacturing, or distribution site. Bilingual English/Spanish [site-dependent]. EEO – Equal Employment Opportunity The Company is an equal opportunity employer and does not discriminate on the basis of and all qualified applicants will receive consideration for employment without regard to race, creed, color, sex, affectional or sexual orientation, gender identity or expression, gender, ethnicity, religion, national origin, ancestry, nationality, age, disability, marital status, veteran status, genetic information, or on any other basis prohibited by law (except where an attribute is a bona fide occupational qualification) #J-18808-Ljbffr Sproutup