Operations Manager - Mail, Print, & Office Services

The Millennium Group•Charlotte, NC

About The Position

This position requires an individual with a minimum of 5 -7 years leadership experience along with a proven track record of managing multiple locations for the following service lines; mail, shipping/receiving, copy, switchboard (receptionist) and other related office services, have the ability to identify and resolve potential problems, strong leadership, customer relationship skills, project management, excellent computer skills, along with other duties as assigned. The Operations Manager provides leadership, operational support, ensures TMG Best Practices compliance and client satisfaction. They are responsible for training/educating of employees, monitoring operations budgets (salary) to ensure compliance with organizational expenditure requirements. • Operational Requirements: Establish and implement mail services standard operating procedures for site operations. Create and or update Operations & Process Manual to include workflow diagrams. Monitor multiple site operations for efficiency and quality of service. Ensure proper management coverage is available at all times. Manage equipment on client's behalf when in scope of work. Monitor account(s) activities to ensure compliance with TMG standard operating procedures. Conduct and document monthly management and employee meetings, respond to all inquiries and requests in a timely and professional manner. • Human Resources Responsibilities: Ensure the following items are completed and submitted on a timely basis: New Hire Paperwork, Payroll Change forms (terminations, warnings, raises, etc.), Employee Reviews/Counseling, Policy and Procedures Review and recruitment. • Contract Responsibilities: Understand the "Scope of Work", Maintain Good Vendor Relationships, Comply with all contractual requirements; customer survey, TMG Best Practices, etc. Scope of Work, Staffing Benchmark, etc. Perform and review monthly mail sweeps of assigned sites. • Training Responsibilities: Ensure the following items are in-place and being conducted: TMG training schedule/specialty training, Cross training. Complete industry certifications as required. • Payroll Responsibilities: Review and approve weekly payroll. Submit forms to HR on a timely basis. • Planning & Organization: Allocate resources on critical needs; define plans and actions consistent with business needs; organize initiatives to achieve results and critical timelines. Maintain Site Essential Documents; i.e. Operations Manual, User's Guide, etc. • Report Responsibilities: Ensure the following items are being met. Prepare update for all sites according to established schedule, monthly reports on or before the 10th of every month, account reviews (semi-annual and annually), customer surveys. • Customer/Relations Responsibilities: Maintain the appropriate level of client contact to include client interaction with primary focus of achieving and surpassing client service goals. • Billing/Budget Responsibilities: Ensure all billing information is received by TMG billing personnel on or before dates in attached timeline. • Quality Improvement/Goals: Maintain total quality focus to exceed client expectations and ensure service levels are clearly understood and identify any Quality Improvements. • Communications: Build commitment/leadership establish an atmosphere of trust and support; set a model for employees that reflects the highest ethics, integrity, and standards of excellence. Maintain working relationships with client representative including identifying needs analysis, handling criticism and informing of progress. • Judgment & decision-making: make a sound and logical decision without unnecessary delay and prove to be correct and effective. out unnecessary delay and prove to be correct and effective.

Requirements

Minimum five years managerial experience managing multiple locations and disciplines.
Bachelor's degree in Business Administration or 7 -10 years related industry experience.
Leadership: ability to lead people and get results.
Planning: ability to forecast necessary changes in the organization.
Ability to manage multiple priorities/projects.
Excellent interpersonal and communication skills.
Proficient in Microsoft Office products (Word, Excel, PowerPoint)
Commitment to Company values.
Willingness to travel to other locations as necessary

Responsibilities

Establish and implement mail services standard operating procedures for site operations.
Create and or update Operations & Process Manual to include workflow diagrams.
Monitor multiple site operations for efficiency and quality of service.
Ensure proper management coverage is available at all times.
Manage equipment on client's behalf when in scope of work.
Monitor account(s) activities to ensure compliance with TMG standard operating procedures.
Conduct and document monthly management and employee meetings, respond to all inquiries and requests in a timely and professional manner.
Ensure the following items are completed and submitted on a timely basis: New Hire Paperwork, Payroll Change forms (terminations, warnings, raises, etc.), Employee Reviews/Counseling, Policy and Procedures Review and recruitment.
Understand the "Scope of Work"
Maintain Good Vendor Relationships
Comply with all contractual requirements; customer survey, TMG Best Practices, etc. Scope of Work, Staffing Benchmark, etc.
Perform and review monthly mail sweeps of assigned sites.
Ensure the following items are in-place and being conducted: TMG training schedule/specialty training, Cross training.
Complete industry certifications as required.
Review and approve weekly payroll.
Submit forms to HR on a timely basis.
Allocate resources on critical needs; define plans and actions consistent with business needs; organize initiatives to achieve results and critical timelines.
Maintain Site Essential Documents; i.e. Operations Manual, User's Guide, etc.
Ensure the following items are being met.
Prepare update for all sites according to established schedule, monthly reports on or before the 10th of every month, account reviews (semi-annual and annually), customer surveys.
Maintain the appropriate level of client contact to include client interaction with primary focus of achieving and surpassing client service goals.
Ensure all billing information is received by TMG billing personnel on or before dates in attached timeline.
Maintain total quality focus to exceed client expectations and ensure service levels are clearly understood and identify any Quality Improvements.
Build commitment/leadership establish an atmosphere of trust and support; set a model for employees that reflects the highest ethics, integrity, and standards of excellence.
Maintain working relationships with client representative including identifying needs analysis, handling criticism and informing of progress.
make a sound and logical decision without unnecessary delay and prove to be correct and effective.