Office Supervisor

Estes Express Lines•Smyrna, TN

About The Position

The Office Supervisor leads, guides, and directs clerical and other employees as needed, including setting targets, monitoring performance, and providing coaching, counseling, and development. The role is accountable for an efficient, clean, and safe LTL operation and administers assigned portions of the Service Center Business plan while meeting assigned KPIs. The supervisor works with the Operations Manager, Assistant Service Center Manager, and/or Service Center Manager. The position oversees office staffing and workflows, payroll and employee time submissions, leave requests, freight billing and shipping reports, and customer care issue resolution. It also coordinates with Corporate Payroll, Benefits, and Workers Compensation departments and enforces administrative policies, procedures, safety rules, and government regulations. Depending on operational needs, the role may oversee hazardous-material processes, damaged-product deliveries, office supply orders, claims, and clerical staff at multiple service center locations. Regular attendance is required.

Requirements

High school diploma or GED, or an equivalent combination of education and experience.
Experience in the transportation (LTL) industry is required.
Strong leadership skills, including the ability to hire, coach, counsel, train, mentor, and terminate employees.
Team-building and interpersonal skills.
Excellent verbal, written, and listening communication skills.
Excellent planning and organizational skills.
Excellent customer service skills.
Strong work ethic and problem-solving skills.
Ability to comply with company policies, rules, procedures, and Code of Conduct.
Ability to interact well with others and work independently or as part of a team.
Ability to work under tight time constraints in a high-volume environment with multiple priorities.
Ability to read, interpret, and comply with written information and documents, including safety rules, operations and procedure manuals, and maintenance instructions, with strong comprehension and concentration and the ability to meet deadlines.
Ability to lift a minimum of approximately 20 pounds, or more if required by essential job functions.
Must pass a pre-employment drug screen, be subject to random drug and/or alcohol tests, and undergo a criminal history background check.
Must be authorized to work in the United States.

Nice To Haves

Bachelor's degree preferred.
Two years of office management or supervisory experience preferred.
Experience in billing, collections, tracing, and OS&D is a plus.
MS Office and AS400 skills preferred.

Responsibilities

Lead, guide, and direct clerical and other employees, including setting targets, monitoring performance, and providing coaching, counseling, and development.
Help maintain an efficient, clean, and safe LTL operation.
Participate in and make recommendations regarding hiring and termination processes.
Administer assigned portions of the Service Center Business plan and meet assigned KPIs.
Monitor daily payroll, employee hours, salaries, and line haul driver pay, and submit the information to Payroll.
Prepare and submit Payroll Change Notices for employees.
Monitor, review, and approve clerical staff vacation and personal or sick leave requests.
Monitor, review, and resolve freight billing and shipping reports, including the overage report, undelivered NOC and PRO reports, and the previous day's billing nightly recap report.
Advise office personnel on resolving customer care issues.
Work with Corporate Payroll, Benefits, and Workers Compensation departments to submit appropriate paperwork.
Schedule and assign tasks for service center office clerical staff.
Enforce administrative policies, procedures, safety rules, and government regulations.
Direct and oversee investigations into customer complaints and recommend or implement corrective solutions.
May oversee hazardous-material receiving and coordinate receipt of HazMat freight with Regional OS&D specialists, ensuring policies, procedures, and documentation requirements are followed.
May coordinate delivery of damaged products to the salvage department.
May order office supplies for the service center.
May research and resolve claims issues.
May supervise clerical staff at more than one service center location.
Maintain regular attendance and perform other assigned duties as required.