Bilingual Administrative Assistant
Tovala
Administration
Chicago, IL, USA
Posted on Oct 9, 2024
We’re Tovala, a food-tech company reinventing home cooking to save consumers time. Through an innovative combination of hardware, software, and fresh food delivery, we make it incredibly simple for anyone to prepare and enjoy delicious, home-cooked meals without sacrificing time to do whatever matters to them. Through our superior technology, product experience and food quality, we have separated Tovala from the busy pack of other meal delivery businesses. In the process, we’ve amassed a loyal, rapidly growing following and our retention, product engagement and customer NPS are all best-in-class. We’ve raised over $100mm from great investors like Left Lane Capital, Origin Ventures, Y Combinator and Comcast Ventures and have invested strongly in building a unique culture that fosters growth, personal development and camaraderie.
As a Bilingual Administrative Assistant / Facility Coordinator, you will be responsible for assisting with human resources duties and plant operations. Some crucial responsibilities include organizing company events, arranging employee training, time & attendance, and facility purchases. You will also be the friendly first point of contact for visitors to our facility.
The schedule for this position is 6:00 am - 3:00 pm five days per week onsite in Chicago, IL.
How you'll spend your time
- Front desk and receptionist duties, such as answering phones and greeting guests
- Facilitating cross-channel feedback from employees to management
- Working with team leaders, managers, and department heads to learn departmental needs and goals
- Plan, organize and execute company events (e.g. summer BBQ, monthly all-hands meeting, unboxing events, holiday celebrations, etc.)
- Assist with Production reports including the Meals Per Hour (MPH) tracker and other daily labor reports
- Assist with coordinating employee schedules for weekly production planning
- Manage hourly employee time cards (updating/editing as necessary), and tracking attendance (call outs, NCNS, tardy, etc)Manage timesheets for Temporary associates, and tracking attendance.
- Track labor hours for MPH reportsTrack and manage inventory of office supplies for production and assist with sanitation orders
- Assist in handling expense reporting and invoices
- Assist with facilitating interviews and new hire orientation for production employees
- Establish and maintain relationships with Vendors and Contractors, ensuring compliance with GMPs, and safety/security requirements
- Manage secure access to the facility, issue key fobs/proximity badges to employees
- Assist with facilitating GMP and Safety Trainings and tracking completion
- Assist with HR projects, including compliance, training, and communication
- Administrative and office tasks as needed Other duties as assigned
About you
- Bilingual in English & Spanish
- Must be able to work into the beginning or end of 3rd shift schedule to meet with production team, at least once a month
- Excellent communication skills, both verbal and writtenHandle all company information with the utmost confidentiality, including employee records, employee/management conversations, and company documents
- Comfortable and confident with translating conversations and company announcements
- Sharp problem-solving skills paired with a proactive mindset
- Detail oriented with exceptional self-awareness and accountability
- Very strong organizational skills with the ability to prioritize and multitask
- Fluency with modern technology such as a computer, Microsoft Office products, Slack, Google docs, printer setup, and troubleshooting as needed
- 1+ years of administrative and/or HR experience
- Intermediate level competency with Google Sheet or Microsoft Excel.
The values we hold dear
Put the team first
We put what is best for the broader team ahead of what is best for ourselves or our immediate department.
Get s#!t done (well)
We celebrate people at all levels for delivering high impact work that expands the bounds of what we’re able to do.
Connect the dots
We engage with curiosity to learn how our work impacts others so that we can problem-solve holistically and work collaboratively.
Be Direct
We share our perspective openly and directly, even when it feels difficult to do so.
Embrace the obstacles
We rise to meet challenges with a sense of urgency, resolve, and optimism.
Champion the customer
We consider and prioritize our customer in all of our decisions
At Tovala we‘re committed to building a workplace that represents a variety of backgrounds, skills, and perspectives and do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Everyone is welcome here!