Administrative Coordinator

About POCAS International Corp.

POCAS International Corp. is a U.S.-based importer and distributor of specialty food and beverage products, representing brands from Europe, South Asia, China, Korea, and South America. With approximately 85 employees across six regional branches — including our New Jersey headquarters, and offices in California, Illinois, Georgia, Florida, and Texas — we are a dynamic, multicultural company committed to operational excellence and employee well-being.

Position Summary

We are seeking a detail-oriented, organized, and proactive Administration Coordinator to join our Planning & Coordination (P&C) team at our South Hackensack, NJ headquarters. This is a hands-on support role responsible for day-to-day HR administration, general office administration, and internal communications coordination.

This position does not make independent HR decisions. Rather, it serves as the primary intake and execution point for HR administrative processes, operating under the direct guidance of the P&C Director. The ideal candidate is someone who communicates clearly, stays on top of deadlines, follows up proactively, and escalates issues promptly and accurately.

Key ResponsibilitiesHR Administration

Process and maintain employee time records and PTO balances in ADP Workforce Now

Coordinate new hire onboarding logistics: I-9 completion, document collection, ADP setup, orientation scheduling

Prepare and distribute documents under P&C Director approval: offer letters, warning letters, correction notices, and other employee communications

Maintain accurate and organized employee files in compliance with company recordkeeping requirements

Track probationary periods, anniversary dates, and performance review schedules; send timely reminders to managers

Support the documentation of HR incidents and employee relations matters per company SOP

Assist with benefits administration coordination and open enrollment communications

Support multi-state compliance tracking (NJ, CA, IL, GA, FL, TX) by following established templates and procedures

General Administration & Office Management

Manage day-to-day office operations at HQ: supplies, vendor coordination, mail, and facilities liaison

Coordinate scheduling, meetings, and internal communications for the P&C team

Maintain and update the company's internal policy documents, SOPs, and reference guides as directed

Prepare reports, summaries, and reminders for management review

Support P&C Director with project tracking and administrative follow-through

Coordinate with branch offices on administrative matters as needed

Reporting & Escalation

Provide regular status updates and progress reports to the P&C Director

Identify and escalate compliance-sensitive matters, deadline risks, or unresolved employee issues promptly — do not sit on issues

Maintain issue tracking logs and follow up on open items until resolution

Qualifications

Associate's or Bachelor's degree in Business Administration, Office Management, or a related field (or equivalent work experience)

2+ years of experience in office administration, HR support, or a coordinator role

Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with ADP or similar HRIS a strong plus

Exceptional organizational skills with high attention to detail and the ability to manage multiple priorities simultaneously

Strong written and verbal communication skills in English

Demonstrated ability to follow through on tasks, meet deadlines, and escalate issues appropriately

Ability to handle sensitive and confidential information with discretion

Pay: $45,000.00 - $50,000.00 per year

Work Location: In person