Overview
The Office Supervisor directs, administers, supervises and supports all aspects of the administrative functions as well as supports Operations Management in their area of responsibility. Typically supports at least one customer account, and has at least 2 CSR staff responsibility and reports to the General Manager.
Responsibilities
- Supervises Administrative/CSR staff on a day-to-day basis, typically more than two employees.
- Communicates closely with customer service staff to ensure the maintenance of a high level of customer satisfaction through open communications with the customers, operations and senior management.
- Distribute procedures and ensure proper training for appropriate personnel after initial account procedures have been identified.
- Directs all accounts payable activities including purchase requisition process and payable voucher process in accordance with corporate issued standards.
- Coordinates accounts receivable activities with the Corporate Accounts Receivable Department. This will include receivable collection efforts and review of billing issues/errors.
- Ensures that weekend and month end closings are complete. This will include the training of a backup person responsible for the same.
- Produces month end accounting reports and Flash within time limit as set forth by The Accounting deliverables schedule.
- Coordinates end of month efforts to ensure transactional and accessorial billings are completed accurately.
- Produces weekly Flash and Accounts Receivable Interface.
- Produces a P & L review report.
- Ensure cross-training of administrative personnel on monthly reports.
- Assists in corporate and facility manual audits to ensure facility compliance.
- Directs all payroll preparation efforts and assures that payroll checks are accurate and on time. This includes adherence to Payroll policy.
- Maintains all payroll records in a confidential and organized manner.
- Responsible for HR administrative functions such as entering wage changes, termination process, collecting new employee data, PTO tracking and processing progressive discipline forms.
- Conducts exit process for administrative and hourly staff (where applicable).
- Audits and ensures that proper backup is maintained for customer inventory and billing transactions.
- Ensures that back up and transactional documents are achieved properly and an organized record of items in storage is maintained.
- Audits weekly activity records to ensure accurate daily statistics are produced.
- Coordinates the distribution of corporate materials as necessary.
- Assists General Manager in the development of vacation schedules, work schedules and annual review schedules.
- Ensure that a backup of the WMS is completed (if required) and taken off site daily.
- Identifies areas of opportunity for improvement to processes by review of SOPs.
- Ensures that proper levels of required supplies are maintained.
- Ensures that mail is handled in an expedited manner.
- Ensure that telecommunications equipment is maintained.
- Ensures telephone greetings and provides assistance in a professional and consistent nature.
- Ensures that security policy for visitors is handled properly – sign in followed, badges issued and collected upon sign out.
- Ensures that data entry is accurate.
- Performs duties or projects as needed by the General Manager
Qualifications
- High School Diploma required, Associates Degree preferred
- At least 2-4 years of Supervision experience.
- Experience in Distribution/fulfillment center, preferred
- Computer applications using MS Office based software.
- Measurable customer service skills
- Computer applications using MS Office based software.
- Must be flexible in adapting to changing environments
- Must work within confidentiality nature of role
- KRONOS, payroll system experience
- Excellent analytical and mathematical skills.
- Excellent oral and written communication skills.
- Human resources experience preferred.
- Bi-lingual (Spanish) is preferred, not required.
- Ability and availability to work irregular or extended hours including nights, weekends and holidays as needed by the customer.
- Walking in the facility and around the area with some frequency; facilities are over a quarter mile in length.
- Exposed to minimum noise levels, lighting conditions and some temperature variation and able to access all areas of the building without limitations.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
LA County Applicants: The Company will consider qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local laws.
Profit Center
PC-294
- Supervises Administrative/CSR staff on a day-to-day basis, typically more than two employees.
- Communicates closely with customer service staff to ensure the maintenance of a high level of customer satisfaction through open communications with the customers, operations and senior management.
- Distribute procedures and ensure proper training for appropriate personnel after initial account procedures have been identified.
- Directs all accounts payable activities including purchase requisition process and payable voucher process in accordance with corporate issued standards.
- Coordinates accounts receivable activities with the Corporate Accounts Receivable Department. This will include receivable collection efforts and review of billing issues/errors.
- Ensures that weekend and month end closings are complete. This will include the training of a backup person responsible for the same.
- Produces month end accounting reports and Flash within time limit as set forth by The Accounting deliverables schedule.
- Coordinates end of month efforts to ensure transactional and accessorial billings are completed accurately.
- Produces weekly Flash and Accounts Receivable Interface.
- Produces a P & L review report.
- Ensure cross-training of administrative personnel on monthly reports.
- Assists in corporate and facility manual audits to ensure facility compliance.
- Directs all payroll preparation efforts and assures that payroll checks are accurate and on time. This includes adherence to Payroll policy.
- Maintains all payroll records in a confidential and organized manner.
- Responsible for HR administrative functions such as entering wage changes, termination process, collecting new employee data, PTO tracking and processing progressive discipline forms.
- Conducts exit process for administrative and hourly staff (where applicable).
- Audits and ensures that proper backup is maintained for customer inventory and billing transactions.
- Ensures that back up and transactional documents are achieved properly and an organized record of items in storage is maintained.
- Audits weekly activity records to ensure accurate daily statistics are produced.
- Coordinates the distribution of corporate materials as necessary.
- Assists General Manager in the development of vacation schedules, work schedules and annual review schedules.
- Ensure that a backup of the WMS is completed (if required) and taken off site daily.
- Identifies areas of opportunity for improvement to processes by review of SOPs.
- Ensures that proper levels of required supplies are maintained.
- Ensures that mail is handled in an expedited manner.
- Ensure that telecommunications equipment is maintained.
- Ensures telephone greetings and provides assistance in a professional and consistent nature.
- Ensures that security policy for visitors is handled properly – sign in followed, badges issued and collected upon sign out.
- Ensures that data entry is accurate.
- Performs duties or projects as needed by the General Manager
- High School Diploma required, Associates Degree preferred
- At least 2-4 years of Supervision experience.
- Experience in Distribution/fulfillment center, preferred
- Computer applications using MS Office based software.
- Measurable customer service skills
- Computer applications using MS Office based software.
- Must be flexible in adapting to changing environments
- Must work within confidentiality nature of role
- KRONOS, payroll system experience
- Excellent analytical and mathematical skills.
- Excellent oral and written communication skills.
- Human resources experience preferred.
- Bi-lingual (Spanish) is preferred, not required.
- Ability and availability to work irregular or extended hours including nights, weekends and holidays as needed by the customer.
- Walking in the facility and around the area with some frequency; facilities are over a quarter mile in length.
- Exposed to minimum noise levels, lighting conditions and some temperature variation and able to access all areas of the building without limitations.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
LA County Applicants: The Company will consider qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local laws.
