The Role
Provides administrative, communication, and program coordination support for the Continuous Improvement department. Administers communication platforms, coordinates uniform and gift card programs, maintains records and operational information, supports projects, tracks deadlines and invoices, and serves as a liaison among stores, departments, vendors, and external stakeholders. The role also drafts communications, coordinates meetings and training, manages documentation, and supports process improvements and departmental initiatives.
Summary Generated by Built In
Job Summary & Responsibilities
Bring your energy and unique perspective and you'll have the opportunity to grow with us professionally, personally, and financially. You will be part of a team that genuinely cares about helping you succeed, and you will work alongside talented colleagues, while making a difference in our communities.
POSITION SUMMARY
The Continuous Improvement Administrator provides administrative, communication, and program coordination support to the Continuous Improvement department and its business partners. This position administers key communication platforms, coordinates company programs, maintains accurate operational information and records, and supports departmental initiatives and projects.
IMPORTANT DISCLAIMER NOTICE
The job duties, elements, responsibilities, skills, functions, experience, educational factors, and the requirements and conditions listed in this job description are representative only and not exhaustive of the tasks that an employee may be required to perform. The Employer reserves the right to revise this job description at any time and to require employees to perform other tasks as circumstances or conditions of its business or the work environment change.
At Heritage Grocers Group, how we work is defined by shared values that include absolute integrity, respect, and collaboration. However, it's more than that; it's smart and highly driven people united in purpose to serve one another.
Bring your energy and unique perspective and you'll have the opportunity to grow with us professionally, personally, and financially. You will be part of a team that genuinely cares about helping you succeed, and you will work alongside talented colleagues, while making a difference in our communities.
POSITION SUMMARY
The Continuous Improvement Administrator provides administrative, communication, and program coordination support to the Continuous Improvement department and its business partners. This position administers key communication platforms, coordinates company programs, maintains accurate operational information and records, and supports departmental initiatives and projects.
The position serves as a key administrative liaison among the Continuous Improvement team, Support Center departments, store operations, vendors, and other stakeholders. The Continuous Improvement Administrator is expected to demonstrate strong organizational and communication skills, attention to detail, effective follow-through, and the ability to manage multiple priorities in a fast-paced, changing environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The essential duties and responsibilities of this position include, but are not limited to, the following:
Communications & Platform Administration
The essential duties and responsibilities of this position include, but are not limited to, the following:
Communications & Platform Administration
- Coordinate and administer company communication platforms and channels, including SharePoint, Operations Support email, WorkJam, and other communication tools used by the organization.
- Coordinate the distribution of operational communications to stores and appropriate business partners.
- Review communications for completeness, accuracy, formatting, translation needs, and appropriate distribution prior to release.
- Draft, post, and maintain internal communications across designated platforms.
- Maintain organized communication calendars, records, files, and supporting documentation.
- Monitor shared communication channels and coordinate responses, follow-up, or escalation to the appropriate department or business partner.
- Support the implementation and administration of new communication tools, applications, and processes.
- Partner with internal departments to help ensure communications are timely, clear, consistent, and appropriately distributed.
Uniform Program Administration
- Administer and coordinate the company's uniform program in accordance with established guidelines and procedures.
- Serve as a primary administrative point of contact for stores and business partners regarding uniform program questions and requests.
- Coordinate uniform ordering, distribution, replacements, and other program-related activities.
- Coordinate the ordering and distribution of employee name tags.
- Maintain accurate program records, order information, and supporting documentation.
- Provide training and guidance to stores and business partners regarding established uniform program processes and procedures.
- Partner with vendors and internal stakeholders to resolve ordering, fulfillment, and other program administration issues.
- Identify recurring issues and opportunities to improve program administration and efficiency, and escalate recommendations to department leadership as appropriate.
Administrative & Program Support
- Maintain and regularly update store contact lists, distribution lists, departmental records, and other operational reference materials.
- Coordinate office and administrative supply ordering and distribution for the department and team member programs.
- Provide administrative and coordination support for Continuous Improvement initiatives, pilots, programs, and special projects.
- Track project activities, action items, documentation, deadlines, and other administrative requirements.
- Review and approve invoices within established authority and procedures, and coordinate the resolution of discrepancies with appropriate internal or external partners.
- Provide administrative support for manager bonus program workflows, including coordination, tracking, documentation, and stakeholder communication.
- Coordinate bulk gift card sales for external customers, including order processing, documentation, communication, and coordination with applicable departments.
- Schedule meetings, prepare materials, organize documentation, and provide related administrative support.
- Maintain accurate electronic files, records, trackers, and departmental documentation.
- Perform additional administrative responsibilities and support departmental programs and Continuous Improvement initiatives as business needs evolve.
QUALIFICATIONS AND SKILLS
Education and Experience
Education and Experience
- Minimum of five years of progressively responsible experience in administration, program coordination, office administration, or a related area preferred.
- Associate's or bachelor's degree in Business Administration, Management, or a related field preferred. An equivalent combination of relevant education and experience may be considered.
- Experience in a retail environment, particularly grocery retail, is preferred.
- Bilingual proficiency in English and Spanish is preferred.
Knowledge, Skills, & Abilities
- Excellent written and verbal communication skills.
- Strong organizational skills with a high level of accuracy, attention to detail, and follow-through.
- Strong critical-thinking, problem-solving, and analytical skills.
- Ability to prioritize and manage multiple assignments while meeting established deadlines.
- Ability to work independently and collaborate effectively with cross-functional teams and business partners.
- Ability to work effectively with a sense of urgency in a fast-paced, changing environment.
- Strong interpersonal and customer service skills when interacting with stores, Support Center departments, vendors, business partners, and external customers.
- Proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
- Ability to learn, administer, and maintain proficiency in company software, communication platforms, and applications, including SharePoint and WorkJam.
- Ability to maintain confidentiality and appropriately handle sensitive business information.
- Ability to adapt to changing priorities, processes, systems, schedules, and business needs.
- Ability to communicate professionally and effectively with employees, business partners, vendors, and customers in person, by telephone, and through electronic communication.
- Ability to regularly use a computer, telephone, and other standard office equipment.
PHYSICAL DEMANDS & WORK CONDITIONS
The physical demands and work conditions below represent those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions:
The physical demands and work conditions below represent those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions:
- Work is performed primarily in a professional office and Support Center environment, with periodic work in retail store locations or other company facilities.
- Requires prolonged periods of sitting, computer use, and communication through various electronic platforms.
- May occasionally require standing, walking, bending, reaching, or lifting and carrying materials associated with administrative or program responsibilities.
- Periodic Travel to other states, stores, Support Center locations, with occasional overnight stays may be required based on business, project, training, or operational needs.
- Additional or extended work hours may occasionally be required to support business needs, projects, implementations, or time-sensitive initiatives.
- The work environment is typical of an office. The noise level ranges from quiet to loud.
- LIFTING: Ability to lift up to 25 lbs.
Disclaimer:
Pay Scale $28-30
The pay scale above is a good faith estimate of the salary or hourly wage range that the employer reasonably expects to pay for the position. Within this range, individual pay is determined by multiple factors including, but not limited to, specific skills, relevant work experience, and relevant education and/or training. This information is provided to applicants in accordance with California Labor Code § 432.3 and state and local minimum wage standards.
IMPORTANT DISCLAIMER NOTICE
The job duties, elements, responsibilities, skills, functions, experience, educational factors, and the requirements and conditions listed in this job description are representative only and not exhaustive of the tasks that an employee may be required to perform. The Employer reserves the right to revise this job description at any time and to require employees to perform other tasks as circumstances or conditions of its business or the work environment change.
Skills Required
- At least five years of progressively responsible experience in administration, program coordination, office administration, or a related area
- Associate's or bachelor's degree in Business Administration, Management, or a related field, or equivalent relevant education and experience
- Experience in a retail environment, particularly grocery retail
- Bilingual proficiency in English and Spanish
- Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams
- Ability to learn and administer company software, communication platforms, and applications, including SharePoint and WorkJam
- Excellent written and verbal communication skills
- Strong organizational skills, accuracy, attention to detail, and follow-through
- Strong critical-thinking, problem-solving, and analytical skills
- Ability to prioritize and manage multiple assignments while meeting deadlines
- Ability to work independently and collaborate effectively with cross-functional teams and business partners
- Ability to maintain confidentiality and appropriately handle sensitive business information
- Ability to travel periodically to other states, stores, and Support Center locations, including occasional overnight stays
- Ability to lift up to 25 pounds
Am I A Good Fit?
Get Personalized Job Insights.
Our AI-powered fit analysis compares your resume with a job listing so you know if your skills & experience align.
Success! Refresh the page to see how your skills align with this role.
The Company
What We Do
Heritage Grocers Group is a specialty, ethnic food retailer that offers an extensive assortment of both traditional and specialty grocery items to the communities it serves. Heritage Grocers Group is headquartered in Ontario, California, and currently operates in 6 states: California, Nevada, Arizona, Illinois, Kansas, and Texas with a total of 58 stores under the Cardenas Markets banner, 21 stores under the Tony’s Fresh Market banner, 7 stores under the Los Altos Ranch Market banner, and 29 stores under the El Rancho Supermercado banner.
_0.png)
