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Administrative Supervisor
2 months ago
NFI Industries is seeking an experienced Office Supervisor to direct and administer all aspects of the administrative functions, as well as support Operations Management in their area of responsibility. This role is responsible for supervising administrative staff, communicating with customer service staff, and ensuring the maintenance of a high level of customer satisfaction.
Key Responsibilities- Supervise and Direct Administrative Staff: Supervise and direct administrative staff on a day-to-day basis, ensuring that tasks are completed efficiently and effectively.
- Communicate with Customer Service Staff: Communicate closely with customer service staff to ensure the maintenance of a high level of customer satisfaction through open communications with customers, operations, and senior management.
- Coordinate Accounts Payable and Receivable: Direct all accounts payable activities, including purchase requisition process and payable voucher process, in accordance with corporate issued standards. Coordinate accounts receivable activities with the Corporate Accounts Receivable Department.
- Ensure Weekend and Month End Closings: Ensure that weekend and month end closings are complete, including the training of a backup person responsible for the same.
- Produce Accounting Reports: Produce month end accounting reports and Flash within time limit as set forth by The Accounting deliverables schedule.
- Coordinate End of Month Efforts: Coordinate end of month efforts to ensure transactional and accessorial billings are completed accurately.
- Produce Weekly Reports: Produce weekly Flash and Accounts Receivable Interface.
- Ensure Cross-Training: Ensure cross-training of administrative personnel on monthly reports.
- Assist with Audits: Assist in corporate and facility manual audits to ensure facility compliance.
- Direct Payroll Preparation: Direct all payroll preparation efforts and assure that payroll checks are accurate and on time.
- Maintain Payroll Records: Maintain all payroll records in a confidential and organized manner.
- Perform HR Administrative Functions: Perform HR administrative functions, such as entering wage changes, termination process, collecting new employee data, PTO tracking, and processing progressive discipline forms.
- Conduct Exit Process: Conduct exit process for administrative and hourly staff (where applicable).
- Audit and Maintain Records: Audit and ensure that proper backup is maintained for customer inventory and billing transactions.
- Coordinate Distribution of Materials: Coordinate the distribution of corporate materials as necessary.
- Assist with Scheduling: Assist General Manager in the development of vacation schedules, work schedules, and annual review schedules.
- Ensure Backup of WMS: Ensure that a backup of the WMS is completed (if required) and taken off site daily.
- Identify Areas for Improvement: Identify areas of opportunity for improvement to processes by review of SOPs.
- Ensure Proper Levels of Supplies: Ensure that proper levels of required supplies are maintained.
- Handle Mail and Telecommunications: Ensure that mail is handled in an expedited manner and telecommunications equipment is maintained.
- Ensure Professional Telephone Greetings: Ensure that telephone greetings and provides assistance in a professional and consistent nature.
- Ensure Security Policy: Ensure that security policy for visitors is handled properly, including sign in, badges issued, and collected upon sign out.
- Ensure Data Entry Accuracy: Ensure that data entry is accurate.
- Perform Duties as Needed: Perform duties or projects as needed by the General Manager.
- Education: High School Diploma required, Associates Degree preferred.
- Experience: At least 2-4 years of Supervision experience.
- Industry Experience: Experience in Distribution/fulfillment center, preferred.
- Computer Skills: Computer applications using MS Office based software.
- Customer Service Skills: Measurable customer service skills.
- Language Skills: Bi-lingual (Spanish) is preferred, not required.
- Physical Demands: Ability to walk in the facility and around the area with some frequency; facilities are over a quarter mile in length.
