• Office Services Manager

    Location US-IL-Elgin
    Job ID
    2018-4253
    Shift
    First
    Category
    Administrative/Clerical
  • Overview

    The Office Services Manager supervises the office services function which includes, reception, telephone, USPS mail function which includes, reception, telephone, USPS mail functions and general office duties and Consumer Relations function for consumer complaints and inquiries.

    Duties and Responsibilities

    • Oversee Reception and Office Services area.  Provides back up for direct reports.  Hires, trains, mentors, evaluates and makes salary recommendations for direct reports.  Provides technical and professional advice and knowledge to various administrative areas and disciplines.  Approves employee time records.
    • Coordinates office equipment leases including copiers, faxes, and phones.  Oversees supplies including, mail machines, fax machines, office supplies, and furnishings.  Coordinates telecommunications services for company including E-911 database, phone services conferencing and approves bills for payment.
    • Oversee Consumer Relations team as they resolve customer questions, complaints, issues and concerns.  Manages department workflow through proper prioritization and providing back-up resources where needed on a day-to-day basis.
    • Administrator for Mitel pone and voice mail systems, including creating and editing extensions and voice mailboxes, placing phones, and analyzing phone issues.  Coordinates phone system maintenance with vendor.  Maintains corporate phone directory.  Maintains Call Accounting Database and runs reports as needed.  Trains new staff in telephone and voice mail operations.
    • Oversees the procurement of all office supplies and distribution of all mail and inbound packages.  Provides back up support when necessary.
    • Provides back up for Building Services Manager as needed.
    • Coordinates all space planning needs for offices.  Oversees office functions in all outside facilities and provides support as needed.  Responsible for providing back up for all positions and ensuring cross training among all team members.
    • Other duties, including but not limited to, managing document retention policy, preparing/distribution office communications and continuous improvement to increase efficiencies and reduce costs.
      • Responsible for manufacturing, distributing and consistently maintaining safe and quality food by following good manufacturing practices, allergen controls, food defense, HACCP, SQF, and regulatory requirements. 
      • Aware and accountable in maintaining and documenting preventative controls necessary to ensure food safety and quality.
      • Responsible for immediately reporting all food safety and quality issues to management.
      • Responsible for partnering with others, sharing knowledge, skills and information within assigned team and across functional areas.
      • Responsible for enhancing technical and functional competencies, as well as professional and leadership development.

     

     

     

    Qualifications

    Supervisor Responsibility:  Yes

     

     

    Qualifications:

     

    Education, Experience & Knowledge:

    • Associate's or Bachelor's degree preferred.
    • Supervisory experience is a must.
    • PC experience with Word processing and spreadsheet capability.
    • Phone systems experience a plus.

     

    Certificates, Licenses, & Registrations:

    • Notary

    Skills & Competencies:

    • Excellent written and oral communication skills.
    • Good math ability
    • Excellent organizational skills.