Coord, Admin

Green Rabbit is a leading e-commerce grocery distributor specializing in cold chain solutions delivered directly to your door. We are currently seeking an Administrator Coordinator to support our growing operations at our facility in Whitestown, Indiana. Green Rabbit is part of VISTAR, a subsidiary of Performance Food Group Company.

We Deliver the Goods:

• Competitive pay and benefits, including Day 1 Health & Wellness Benefits, Employee Stock Purchase Plan, 401K Employer Matching, Education Assistance, Paid Time Off, and much more
• Growth opportunities performing essential work to support America’s food distribution system
• Safe and inclusive working environment, including culture of rewards, recognition, and respect

Under direct supervision, performs a variety of administrative, clerical, Human Resources, and Operations support functions requiring general knowledge of office procedures, company policies, and business operations. This position requires exceptional organizational skills, attention to detail, sound judgment, and the ability to handle sensitive and confidential information with the highest level of professionalism and integrity.

Serves as a key administrative resource for both the Human Resources and Operations teams by supporting day-to-day administrative functions, employee engagement initiatives, recruiting and onboarding activities, reporting, recordkeeping, and general office administration. Communicates and interacts professionally with employees, applicants, vendors, leaders, and business partners to ensure requests are handled accurately, timely, and with exceptional customer service.

Functions as a team member within the department and organization, as required, and performs other duties as assigned to best serve the company.

• Provide administrative and clerical support to the Human Resources and Operations teams by preparing correspondence, reports, presentations, spreadsheets, and other business documents.
• Maintain accurate employee records while ensuring confidentiality of sensitive personnel, payroll, benefits, disciplinary, and employment information.
• Support recruiting and onboarding activities, including scheduling interviews, preparing new hire paperwork, coordinating orientation materials, monitoring pre-employment requirements, and assisting candidates throughout the hiring process.
• Assist with employee engagement programs, recognition initiatives, company events, meetings, celebrations, and other culture-building activities.
• Support Operations by preparing reports, maintaining departmental files, assisting with scheduling, coordinating meetings, tracking action items, and providing administrative assistance to operational leaders.
• Assist with payroll and timekeeping administration by helping review time records, maintaining documentation, and ensuring required forms are completed accurately.
• Coordinate office functions including ordering supplies, maintaining office organization, scheduling conference rooms, and supporting day-to-day office operations.
• Answer phones, greet visitors, respond to employee inquiries, and provide exceptional customer service while directing requests to the appropriate department.
• Prepare, process, and distribute invoices, receipts, reports, forms, policies, employee communications, and other business correspondence.
• Maintain HR and Operations records in compliance with company policies and applicable regulations.
• Monitor shared email inboxes and ensure timely follow-up on employee, candidate, vendor, and operational requests.
• Perform data entry, maintain databases, generate reports, and verify the accuracy of information within HRIS, payroll, and other business systems.
• Analyze and interpret data to support HR and Operations decision-making.
• Receive, sort, and distribute incoming mail and prepare outgoing correspondence and shipments.
• Operate standard office equipment including copiers, scanners, printers, and multi-line phone systems.
• Build positive working relationships with employees, leaders, vendors, and business partners while maintaining a high level of professionalism, discretion, and customer service.
• Exercise sound judgment when handling confidential or sensitive information and maintain strict confidentiality at all times.
• Support special projects and perform other duties as assigned to best serve the company.
• Demonstrates a high level of professionalism, integrity, discretion, and confidentiality.
• Strong organizational, multitasking, and time management skills with the ability to manage competing priorities.
• Excellent verbal and written communication skills.
• Strong attention to detail and commitment to accuracy.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with HRIS, payroll, or warehouse management systems is preferred.
• Ability to work independently while effectively supporting multiple departments in a fast-paced distribution environment.
• Strong customer service mindset with the ability to interact professionally with employees, applicants, vendors, and leaders at all levels.
• Ability to adapt to changing business needs while maintaining a positive, solution-oriented attitude.