Administrative Operations Leader

2 weeks ago

Janesville Wisconsin, United States NFI Industries Full time

Overview:


The Administrative Operations Leader oversees, manages, and supports all facets of the office functions while also assisting Operations Management in their designated areas.

This role typically involves supporting at least one client account and supervising a minimum of two Customer Service Representatives, reporting directly to the General Manager.


Key Responsibilities:
Supervises Administrative and Customer Service staff on a daily basis, usually overseeing more than two employees.


Maintains close communication with customer service personnel to guarantee a high level of client satisfaction through transparent interactions with customers, operations, and upper management.

Distributes operational procedures and ensures adequate training for relevant personnel once initial account protocols have been established.

Manages all accounts payable functions, including the purchase requisition and payable voucher processes, adhering to corporate standards.

Coordinates accounts receivable tasks with the Corporate Accounts Receivable Department, which includes collection efforts and the review of billing discrepancies.

Ensures completion of weekend and month-end closing processes, including training a backup individual responsible for these tasks.

Generates month-end financial reports and Flash reports within the deadlines specified by the Accounting deliverables schedule.

Oversees end-of-month activities to ensure accurate completion of transactional and additional billings.

Produces weekly Flash reports and Accounts Receivable Interfaces.

Creates Profit and Loss review reports.

Facilitates cross-training of administrative staff on monthly reporting.

Assists in corporate and facility manual audits to ensure compliance with facility standards.

Directs all payroll preparation efforts, ensuring accuracy and timeliness of payroll checks in accordance with payroll policies.

Maintains payroll records in a confidential and organized manner.


Responsible for HR administrative tasks such as processing wage changes, managing terminations, collecting new employee information, tracking PTO, and handling progressive discipline forms.

Conducts exit processes for administrative and hourly personnel (where applicable).

Audits and ensures proper backup for customer inventory and billing transactions.


Ensures that backup and transactional documents are archived appropriately, maintaining an organized record of items in storage.

Reviews weekly activity records to guarantee accurate daily statistics are produced.

Coordinates the distribution of corporate materials as necessary.

Assists the General Manager in developing vacation schedules, work schedules, and annual review timelines.

Ensures that a backup of the Warehouse Management System is completed (if required) and taken off-site daily.

Identifies opportunities for process improvements through the review of Standard Operating Procedures (SOPs).

Ensures that necessary supply levels are maintained.

Ensures that mail is processed efficiently.

Ensures that telecommunications equipment is properly maintained.

Guarantees professional and consistent telephone greetings and assistance.


Ensures that visitor security policies are adhered to, including sign-in procedures and badge management.

Ensures accurate data entry.

Performs additional duties or projects as assigned by the General Manager.

Qualifications:
High School Diploma required; Associate's Degree preferred.

2-4 years of supervisory experience required.

Experience in distribution or fulfillment centers is preferred.

Proficient in computer applications, particularly MS Office software.

Demonstrated customer service skills.

Must be adaptable to changing environments.

Must maintain confidentiality in all aspects of the role.

Experience with KRONOS payroll systems is preferred.

Strong analytical and mathematical skills.

Excellent verbal and written communication abilities.

Human resources experience is a plus.

Bi-lingual (Spanish) is preferred but not required.

Availability to work irregular or extended hours, including nights, weekends, and holidays as needed.

Ability to navigate the facility and surrounding areas frequently; facilities span over a quarter mile in length.


Minimal exposure to noise, varying lighting conditions, and temperature fluctuations; must be able to access all areas of the building without restrictions.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities


The contractor will not discriminate against employees or applicants for inquiring about, discussing, or disclosing their own pay or the pay of another employee or applicant.

However, employees with access to compensation information as part of their essential job functions cannot disclose the pay of other employees or applicants to individuals without access to that 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 obligations.

41 CFR c)

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