Office Administrator (Printing & Distribution)

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Peoplease

Office Administrator (Printing & Distribution)

Ontario, CA
Full Time
Paid
  • Responsibilities

    About Peoplease

    Peoplease is a leading Professional Employer Organization providing solutions to small and medium size businesses in the blue and gray-collar industries. We transform and enable our clients and partners to achieve their aspirations by providing world-class service, support and administrative solutions in the areas of payroll, human resources, benefits and risk management. At Peoplease, we are connected as People, creating a culture of inclusion & belonging, where Engagement, Integrity, Tenacity, Curiosity, Happy, and Service obsesses is who we are, who we’ve always been, and continue to be the mindset that guides us to improve every day.

    Position Summary

    The Office Administrator is responsible for all on‑site print production and shipping operations at the location. This is a solo operator role involving the secure printing, packaging, and distribution of payroll checks and related documents in a controlled production environment.

    This position supports mission‑critical payroll operations by ensuring accuracy, timeliness, compliance, and confidentiality of sensitive materials. The role also provides shipping coordination and basic administrative support, including logistics tracking, supply management, and email communications. Success in this role requires strong attention to detail, the ability to work independently, and comfort operating production equipment while following strict security procedures. This is an on-site position in Ontario, California.

    Essential Duties and Responsibilities

    _Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    _ Payroll Printing & Distribution

    • Print live payroll checks and related reports
    • Operate high‑volume production printers and pressure‑sealing equipment
    • Perform quality checks for alignment, accuracy, and sequencing
    • Prepare sealed checks for shipment
    • Identify and escalate discrepancies before distribution

    Shipping & Logistics

    • Package payroll materials according to internal procedures
    • Create shipments using UPS and FedEx systems
    • Coordinate daily carrier pickups and track deliveries
    • Receive and log incoming supplies (check stock, toner, paper)

    Administrative Support

    • Answer, route, and respond to client inquiries via phone or email
    • Monitor shared and individual Outlook inboxes for time‑sensitive requests
    • Respond to or route emails appropriately
    • Maintain organized records of shipments and correspondence
    • Assist with projects and other duties as assigned

    Security & Compliance

    • Maintain strict chain‑of‑custody for checks, MICR toner, and payroll reports
    • Ensure secure storage and handling of confidential materials
    • Follow all SOPs, audit requirements, and compliance protocols
    • Report equipment or environmental issues immediately

    Equipment & Work Environment

    • Perform daily startup and shutdown of production equipment
    • Clear jams and perform basic troubleshooting
    • Coordinate vendor service calls as needed
    • Maintain a clean, organized, and secure production space

    Business Continuity

    • Cross‑train with backup personnel
    • Assist with off‑cycle or emergency payroll packaging as needed

    Required Qualifications

    • High School Diploma or Equivalent
    • 2+ years of experience in production printing, or mailroom/logistics operations
    • 2+ years of customer service experience
    • Ability to be on-site in Ontario, California office
    • Full-time 8am-5pm PT schedule
    • Strong attention to detail and accuracy
    • Proficiency in Microsoft Outlook, Word, and Excel
    • Experience using UPS and FedEx shipping systems
    • Ability to lift up to 40 lbs
    • Strong time‑management and organizational skills
    • Ability to work independently and meet deadlines
    • Professional handling of confidential information

    Preferred Qualifications

    • Associate's Degree in business or administration
    • Experience in payroll environments
    • Familiarity with payroll platforms (e.g., PrismHR)
    • Experience operating pressure sealers or production print equipment
    • Experience in regulated or compliance‑driven environments

    Why Join Us?

    • Be part of an innovative and growth-oriented company in the PEO industry.
    • Opportunity to drive meaningful impact and lead a high-performing team.
    • Competitive salary and benefits package.

    Work Environment

    • Secure office and production setting
    • Exposure to production equipment noise
    • Standing, lifting, and movement throughout the shift
    • Time‑sensitive deadlines tied to payroll processing