Administrative Assistant - Full Time

Job Title: Administrative Assistant

Location: Circle Beverage (1050 E Washington St, Indianapolis 46202)

Reports to : General Manager

Company Overview :


Circle Beverage is a service-obsessed turnkey beverage manufacturer. We manufacture complex, specialty canned beverage products for high-potential brands and retailers. We utilize our Full Circle Manufacturing Method to provide our clients with best in the industry quality and responsiveness. We are highly-selective in the companies and products that we onboard. We respect how critical manufacturing is to our clients' business, and our method ensures we can consistently deliver on our commitments to them. Our WHY is to "Alleviate the headache of manufacturing and make it the easiest part of our clients business." Our MISSION is to provide enriching careers for our people, to uplift our client partners, and to benefit society through our products and services. We are a Certified Benefit Corporation and we take great pride in being a great place to work.

Position Summary:

We are seeking a highly organized, proactive, and culture-focused Administrative Assistant (Full Time) to join our team. This role will work directly with the company's senior leadership team to enhance and execute the company's culture, people/HR processes, administrative processes, and other special projects.

Key Responsibilities:

Administration

• Assist senior leadership team with scheduling and hosting onsite visitors.
• Oversee non-client visits (i.e. field trips, manufacturing partner tours).
• Manage small parcel shipping and receiving.
• Facilitate quarterly management meetings as well as system planning sessions.

Payroll

• Process bi-weekly payroll accurately and on time.
• Manage temp service time sheet submissions.
• Be the System Owner for Sling.
• Serve as the primary liaison with third-party benefits providers.
• Support open enrollment, workers' compensation claims, and general benefits-related tasks. Develop expertise in company benefits to act as a primary liaison for team members.

Performance & Employee Relations

• Organize and manage the annual performance review process.
• Support the administration of disciplinary actions and performance management processes to ensure consistency across departments.
• Assist supervisors with resolving team member conflicts or workplace issues, maintaining confidentiality and professionalism.
• Conduct a 2x per year employee opinion survey

Training

• Oversee the training platform of the company (Mineral). Ensure monthly training and other training programs are put in place.
• Identify outside training resources, including technical training and leadership training.
• Develop and implement a visitor video to include GMP, on-site safety, and overall history of Circle Beverage.

Employee Onboarding

• Payroll, benefits, and background checks.
• Develop and execute an orientation process: systems setup, key fob, timekeeping, computer, swag, work schedule.
• Conduct their 30 day and 90 day check in.

Culture

• Responsible for team member engagement across a 24 hour operation. Is able to work a flexible schedule to ensure the Circle team members are heard and engaged.
• Plan and execute 2 company events per year, usually a winter holiday party and a summer party.
• Send a monthly culture newsletter.
• Oversee the monthly recognition, work anniversary, and birthday recognition program.
• Facilitate the Culture Committee.

Recruiting

• Oversee job postings on Prism
• Review applicants, work with hiring managers to facilitate interviews
• Conduct outbound marketing, when needed, to fill roles.
• Manage full-cycle recruitment for open positions, including job postings, screening,scheduling interviews, and coordinating offers.

On-site Experience:

• Oversee the office sanitation program.
• Ensure the break room(s) are organized, clean, and find ways to make the break rooms an enjoyable experience for our team members.
• Identify ways to improve the visual experience of our facility, including conference rooms, signage, exterior improvements.

Qualifications:

Must-haves:
• Experience working and thriving in positions without defined boundaries. You are the type of person who finds problems to solve, rather than the type of person who waits to be assigned a task.
• Excellent organizational and time-management skills with strong attention to detail. High proficiency in using email, phone, and Google Suite office tools.
• Clear communication and interpersonal skills with the ability to handle sensitive issues confidentially.
• A team player with a proactive and positive attitude.
• Comfortable working in a fast-paced environment with changing priorities.

Preferred
• 1-3 years of experience in a Human Resources, administrative, or people operations role.
• Strong understanding of payroll and HR best practices.
• Experience in managing projects of varying size, scope, and complexity.

What We Offer:
• A collaborative and inclusive team environment.
• Opportunities to grow and take on new challenges.
• A chance to make a meaningful impact on company culture and employee experience.