Office Specialist at Grillos Midwest – Taylorsville, Indiana

SUMMARY

At Grillo’s Pickles, we are passionate about creating a positive, efficient, and people-focused workplace. The Office Specialist plays a vital role in supporting daily operations, ensuring smooth communication across teams, and maintaining a welcoming, organized office environment. This role is responsible for performing a variety of administrative tasks including data entry, document preparation, scheduling, and general office coordination.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

• Serve as the first point of contact for visitors, phone calls, and general inquiries; ensuring a welcoming and professional environment.
• Prepare, process, and maintain various documents, reports, and records.
• Support scheduling of meetings, appointments, and conference rooms.
• Assist with data entry, file management, and database updates.
• Coordinate office supplies, equipment maintenance, and inventory tracking.
• Support onboarding and administrative needs for new hires.
• Process mail, shipping, and correspondence in a timely manner.
• Handle confidential communication with discretion and professionalism. Maintain confidentiality of sensitive information and company records.
• Assist with the coordination of recruitment activities, including sourcing, job postings, scheduling onsite interviews, onboarding preparation, and assisting with university relations.
• Respond to employee, supervisor, and manager inquiries; escalate complex or sensitive matters to appropriate leadership.
• Assist with organizing and coordinating company events, visitor & employee engagement initiatives, and community activities.
• Participate and coordinate as needed in departmental projects.
• Perform with special projects, reports, and other duties as assigned.

BASIC QUALIFICATIONS (EDUCATION and/or EXPERIENCE)

• High school diploma or equivalent required; associate’s degree preferred.
• 2+ years of administrative or office support experience required.
• Required the ability to both activate and amplify our Grillo’s Values, Quality First, Hustle Harder, Drive Fast & Take Smart Chances, Positive Vibes, and Respect & Dignity.
• Ability to handle sensitive information with professionalism and confidentiality.
• Preferred bilingual English/Spanish.?

ADDITIONAL QUALIFICATIONS (JOB SKILLS, ABILITIES, KNOWLEDGE)

• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication abilities.
• Strong problem-solving skills and initiative to improve office processes.
• Creative source of innovative ideas, programs, and other solutions that strengthen the people, visitors, and organizational aspects of the business
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Proficient in time management and ability to consistently meet deadlines.
• Proficient with Microsoft Office Suite or related software.

Physical Demands

Prolonged periods of sitting at a desk and working on a computer. Must be able to lift up to fifteen pounds. Must be able to access and navigate each department at the organization’s facilities. The employee may occasionally be required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl; and talk or hear. The employee is occasionally required to climb, balance, taste, or smell. Must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. Occasional exposure to wet and/or refrigerated conditions. The noise level is usually moderate.

Grillo’s is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment.