Office Supervisor

Work Schedule: Monday - Friday 8:00 AM to 5:00 PM

The Office Supervisor contributes to the efficient operation of the Branch Office by supervising office operations and providing administrative support according to the company’s Standard Operation Procedure (SOP). This job includes performing a range of general and specific office/clerical tasks. The Operation Supervisor reports to the (A) Office Manager and/ or the (D) Branch Manager.

Essential Job Functions:

• Ensure that each customer, client, and vendor receive outstanding customer service by providing a friendly environment which includes greeting and assisting every customer, maintaining outstanding product knowledge, and all other components of customer service.
• Responsible for daily registration activities including but not limited to sales orders and purchase orders.
• Maintains and organizes file/record-keeping systems including logs. Sorts, labels, files, and retrieves documents, or other materials.
• Receives calls, takes and relays messages, responds to requests for information; provides information, or directs caller to appropriate individual.
• Responsible for training employees in operation.
• Supervises office clerks’ attendance/tardiness including overtime management and conducts disciplinary action when necessary.
• Acts as liaison between sales, logistics, and office staff on various tasks.
• Prepares and submits reports to City/County/State/Federal where applicable.
• Help with physical inventory by providing proper preparation, entering data, solving common errors, and reporting results. Help resolve discrepancies.
• Communicate with HQ departments and/or outside vendors or suppliers when necessary.
• Help the (A) Office Manager in the overall operation of the branch by providing improvement ideas, and thoughts.
• Help the (A) Office Manager and (D) Branch Manager to find an appropriate candidate when a vacancy occurs including recruitment and interview.
• Help the (A) Office Manager and (D) Branch Manager by providing suggestions and recommendations for better budget management.
• Supervise handling and arranging the custom clearance for all merchandise including communication with custom brokers and vendors. Support routine administrative import-related jobs as needed.
• Other duties as assigned.

Knowledge, Skills and Ability:

• Organize and prioritize numerous tasks and complete them under various time constraints.
• Require computer skills, including proficiency with Microsoft Word, Excel, PowerPoint, and Outlook software, as well as other general office skills.
• Thorough knowledge of general office operation.
• Thorough knowledge of the overall PI Process includes resolving common errors and mistakes.
• Thorough knowledge of how to prepare documents submitted to A/R and/or A/P and communicate.
• Knowledge of business and management principles involved in strategic planning, leadership technique, production methods, and coordination of people and resources.
• Knowledge in the functional area to be able to train new employees or when new SOPs are published.
• Knowledge of all aspects of branch office functions and supervising their team.
• Time management skills to complete duties on schedule and according to internal and external deadlines.
• Must be self-motivated with a high degree of integrity and be able to perform job duties with minimal supervision on a timely basis.
• Ability to prioritize duties and work independently.
• Ability to speak, write and read English.
• Positive work history and ability to maintain solid attendance.
• Available to work extended hours.