The Distribution Office Manager directs, administers, manages and supports all aspects of the administrative and customer service functions as well as supports Operations Management in their area of responsibility. Typically supports 3-4 customer accounts or one large account, supervises a small CSR team and reports to the General Manager.
Essential Duties & Responsibilities :
Supervises Administrative/CSR staff on a day-to-day basis, typically no more than 3 employees.
Ensures that data entry is accurate through training and audit of administrative staff’s production.
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.
Identifies areas of opportunity for improvement to processes by review of SOPs.
Distribute procedures and ensures 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 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 same.
Responsible for the accuracy, submission and timely reporting of productivity.
Produces month end accounting reports and Flash within time limit as set forth by accounting deliverables schedule.
Produces P&L review report
Ensure cross-training of administrative personnel on monthly reports.
Assists in corporate and facility manual audits to ensure facility compliance.
Coordinates end of month efforts to ensure transactional and accessorial billings are completed accurately.
Produces weekly Flash and Accounts Receivable Interface.
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.
Will assist in write up on progressive discipline documentation regarding some basic policy violations for management personnel.
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 back up 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 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.
Requirements:
High School Diploma required, Associates Degree preferred
At least 5 years of Manager/Supervision experience.
Experience in Distribution/fulfillment center, preferred
Computer applications using MS Office based software.
Must work within confidentiality nature of role
KRONOS, payroll system experience
Human resources experience preferred.
Must be flexible in adapting to changing environments
Excellent analytical and mathematical skills.
Excellent oral and written communication skills.
Bi-lingual (Spanish) is preferred, not required.
Other:
Ability and availability to work irregular or extended hours including nights, weekends and holidays as needed by the customer.
Must be able to stand/walk for up to 10-12 hours.
Lift and move up to 50 pounds.
Regular bending, lifting, stretching and reaching both below the waist and above the head.
Walking in the facility and around area with great frequency; facilities are over a quarter mile in length.
Should be able to work in environments with variable noise levels, lighting conditions and temperature variation and able to access all areas of building without limitations.
#LI-KG1
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)