Office Administrator

PlanetArt’s vision is to be the leading seller of personalized and make-on-demand products worldwide. We provide consumers with unmatched tools and content and an unparalleled end-to-end customer experience that result in high-quality, meaningful finished products and memorable celebrations of live events.

The company’s brands include the popular FreePrints and FreePrints Photobooks apps and the industry leading SimplytoImpress card and stationery site, as well as Personal Creations, CafePress and ISeeMe! Visit www.planetart.com to learn more about our brands.

We have more than 500 team members across multiple offices, primarily in Calabasas CA, San Diego CA, Woodridge IL, Minneapolis, MN and Pleasanton, CA. We also have team members in two company-owned offices in China, as well as in Europe.

PlanetArt is seeking a reliable, professional, and service-oriented Office Administrator to support our Woodridge facility. This position serves as the first point of contact for employees, visitors, candidates, vendors, and guests entering the facility.

This is a hands-on role in a warehouse and office environment. The Office Administrator will interact regularly with warehouse and office employees, particularly as employees arrive for work each morning. This person will answer routine questions, provide direction and assistance, and escalate employee, facility, safety, or other concerns when appropriate.

The Office Administrator will also provide general administrative support and assist Human Resources with employee communications, events, recognition activities, and other facility-related needs.

This is an on-site, Monday through Friday position.

• →Greet and assist employees, visitors, candidates, vendors, and guests in a professional and courteous manner.
• →Serve as a front-line resource for employees, particularly warehouse employees arriving at the facility each morning.
• →Answer incoming phone calls and emails and direct questions to the appropriate person or department.
• →Respond to routine facility and administrative questions and appropriately escalate issues when necessary.
• →Perform general clerical and administrative duties, including data entry, filing, scanning, copying, and document preparation.
• →Maintain accurate information in company systems, spreadsheets, and databases.
• →Manage incoming and outgoing mail, packages, and deliveries, including coordinating pickups.
• →Perform daily opening and closing duties for the office as assigned.
• →Submit and follow up on routine facility or maintenance requests.
• →Assist Human Resources with employee events, meetings, training, celebrations, and recognition activities.
• →Prepare materials, communications, sign-in sheets, and other items for employee activities.
• →Support new-hire welcome activities and employee milestone recognition.
• →Help maintain a professional and welcoming environment for employees and visitors.
• →Assist with local errands and other administrative tasks as needed.
• →Follow company policies, procedures, and safety requirements.
• →Track and maintain office supplies and submit requests for replenishments when necessary.

• High school diploma or equivalent required; associate degree preferred.
• 2+ years of experience in an administrative, clerical, receptionist, front desk, or customer service role preferred.
• Experience in a warehouse, manufacturing, distribution, or similar environment is a plus.
• Strong customer service and interpersonal skills.
• Professional and effective verbal and written communication skills.
• Basic to intermediate proficiency with Microsoft Office, including Word and Excel.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently and know when to escalate an issue.
• Ability to maintain confidentiality and exercise good judgment.
• Ability to remain calm and professional when handling difficult situations.
• Bilingual English/Spanish preferred.
• Must be able to work on-site five days per week, Monday through Friday.

• Work is performed in an office environment with low to moderate noise levels.
• Occasional lifting of up to 20 pounds.
• Position requires regular, continuous use of computer.
• Position requires regular sitting and standing.
• Position requires regular interaction with team members through the following methods: in-person, phone, Zoom, Slack, or email.
• May require occasional exposure to the warehouse as needed.
• This is an onsite role; thus the ideal candidate is expected to be in the office five days per week (Monday through Friday) with the option of working additional hours during Peak (November – December)