Assistant Supervisor, Office Support

Key Duties and Responsibilities



* Provide daily oversight to assigned staff consistent with Zenith values and mission.


* Assign, distribute and monitor quality and quantity of work produced, insuring employees are held accountable for consistently meeting quality and production requirements.


* Train staff on departmental tasks, procedures and processes as needed.


* Monitor and manage team performance, up to and including timekeeping, service, and adherence to company policies and procedures


* Manage incoming mail, ensuring mail is properly scanned, logged and delivered to the right department; and checks are secured until delivery


* Oversee outgoing mail, ensuring proper postage is charged to correct client and all mail is dispatched regularly.


* Manage reception desk and provide coverage as needed; ensure calls and visitors are addressed timely, professionally and tracked properly


* Identify areas of organizational improvement which may include creating new procedures and/or updating current procedures


* Produce postage and client bill back reporting


* Provide office access to employees (allowing/removing access)


* Ensure invoices received are submitted and approved timely


* Coordinate storage requests


* Coordinate with property management and building maintenance


* Coordinate with mail courier on anomalies with USPS (missent mail, etc.)


* Manage inventory of supplies, including stationery, envelopes, letterhead, kitchen, break rooms, SPDs, forms, packets, large volume mailings, etc.)


* Support staff with equipment needs; manage maintenance scheduling for copier/printer, etc.


* Manage USPS EPS account, including postage funds for all permits and PO Boxes, direct deposit funds, etc.


* Perform other duties, as required.

Minimum Qualifications


* High school diploma or GED.


* Two (2) years of experience working in an office support capacity.


* Recent Lead experience.


* Ability to train, coach, and motivate staff.


* Exceptional team player with the confidence and integrity to earn client and internal team confidence quickly.


* Excellent verbal and written communication skills, including interpersonal skills.


* Strong decision-making and organizational skills, with the ability to optimize the use of all available resources and deliver on multiple priorities.


* Working knowledge of basic office equipment.


* Computer proficiency, including Microsoft Office tools and applications.


* Must be available to work a flexible schedule, including occasional extended hours, as workload and business needs require.


* Ability to consistently meet established attendance and punctuality guidelines.


* Must be able to work effectively in a fast-paced environment that may be subject to interruptions.

Preferred Qualifications


* Understanding of third-party administration operations.


* Experience in customer s...