Assistant Supervisor, Office Support

Zenith American Solutions•Bothell, WA

2d•Onsite

About The Position

Zenith American Solutions is seeking a dedicated and energetic Assistant Supervisor for Office Support. This role involves providing daily oversight to assigned staff, managing mail operations, overseeing the reception desk, coordinating office resources, and ensuring efficient operations. The ideal candidate will have strong leadership skills, excellent communication abilities, and a commitment to upholding company values and providing exceptional service. This position offers opportunities for growth within a leading Third Party Administrator with a long-standing legacy of excellence.

Requirements

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.

Nice To Haves

Understanding of third-party administration operations.
Experience in customer service.

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.