Office Supervisor

Estes Express Lines•Kansas City, KS

8d•Onsite

About The Position

This role reports to the Operations Manager / Assistant Service Center Manager and/or Service Center Manager. The Office Supervisor is responsible for leading, guiding, and directing clerical and other employees, including setting targets, monitoring performance, and providing coaching, counseling, and development. This position is accountable for managing an efficient, clean, and safe LTL operation. The supervisor is involved in and makes recommendations for hiring and termination processes, and administers assigned portions of the Service Center Business plan. Meeting all assigned KPIs is a key responsibility. The role involves monitoring daily payroll, employee hours, salary, and line haul drivers' pay, and submitting this information to the Payroll department. Preparing and submitting Payroll Change Notices, and monitoring, reviewing, and approving vacation and personal/sick day requests from clerical staff are also required. The supervisor will monitor and resolve freight billing and shipping reports, such as overage, undelivered NOC, PRO reports, and the billing nightly recap report. They will advise office personnel on resolving customer care issues and work with Corporate Payroll, Benefits, and Workers Compensation Departments to submit appropriate paperwork. Tasks include scheduling and assigning duties for service center office clerical staff, enforcing compliance with administrative policies, procedures, safety rules, and government regulations. The supervisor will direct and oversee investigations into customer complaints and recommend/implement solutions. Additional duties may include overseeing the hazardous material receiving process, coordinating HazMat freight receipt with Regional OS&D specialists, coordinating the delivery of damaged products to salvage, ordering office supplies, and researching/resolving claim issues. The role may also supervise clerical staff at multiple service center locations. Regular attendance is required. This list is not exhaustive, and employees must be able to perform any other duties as assigned due to operational, safety, or other needs.

Requirements

High School Diploma or General Educational Degree (GED), or any combination of education and experience, which would provide an equivalent background.
Experience in the transportation (LTL) industry required.
Must have strong leadership skills including the ability to hire, coach, counsel, train, and mentor and terminate employees.
Team building and interpersonal skills.
Possess excellent verbal, written and listening communication skills.
Excellent planning and organization skills.
Excellent customer service skills.
Must have a strong work ethic and good problem solving skills.
Must be able to lift approximately 20 lbs., or more if required by the essential functions of the job.
Must be able to comply with all company policies, rules, procedures and Code of Conduct.
Must be able to interact well with others.
Must be able to work independently, or in a team setting.
Must be capable of working under tight time constraints in a high volume environment with multiple priorities.
Responds well to questions; Ability to read, interpret and comply with written information and documents such as safety rules, operations / procedure manuals and maintenance instructions with a high comprehension and concentration level to include the ability to meet deadlines.
Must pass a pre-employment drug screen, random drug and/or alcohol tests, and will be subject to a criminal history background check.
Must be authorized to work in the United States.

Nice To Haves

Bachelor Degree preferred.
2 years office management / supervisory experience preferred.
Experience in billing, collections, tracing and OS&D a plus.
MS Office and AS400 skills preferred.

Responsibilities

Lead, guide and direct clerical and other employees as needed to include setting targets, monitoring performance, providing coaching, counseling and development.
Accountable for the management of an efficient, clean and safe LTL operation.
Involved in and makes recommendations in the hiring and termination processes.
Administer and carry out assigned portions of the Service Center Business plan as set forth by the Service Center Manager.
Responsible for meeting all KPI’s assigned.
Monitor daily payroll, employee hours, salary and line haul drivers pay and send to Payroll department.
Prepare and submit Payroll Change Notices for employees.
Monitor, review and approve all requests for vacation and personal/sick days from clerical staff.
Monitor and resolve freight billing and shipping reports such as the overage report, undelivered NOC and PRO reports, and the billing nightly recap report from the previous day.
Advise office personnel in resolving customer care issues.
Work directly with Corporate Payroll, Benefits and Workers Compensation Departments to submit appropriate paperwork.
Schedule and assign tasks for service center office clerical staff.
Enforce compliance with administrative policies, procedures, safety rules and government regulations.
Direct and oversee investigations into causes of customer complaints and recommend/implement solutions to correct them.
May oversee the hazardous material receiving process.
May coordinate the receipt of HazMat freight with Regional OS&D specialists to ensure all policies and procedures are followed and documentation is completed.
May coordinate the delivery of damaged products to salvage department.
May order office supplies for the service center.
May research and resolve claim issues.
May supervise the clerical staff at more than one service center location.