Assistant Supervisor, Office Support

Key Duties and Responsibilities

• Provide daily oversight to assigned staff consistent with Zenith values and mission.
• Assign, distribute and monitor quality and quantity of work produced, insuring employees are held accountable for consistently meeting quality and production requirements.
• Train staff on departmental tasks, procedures and processes as needed.
• Monitor and manage team performance, up to and including timekeeping, service, and adherence to company policies and procedures
• Manage incoming mail, ensuring mail is properly scanned, logged and delivered to the right department; and checks are secured until delivery
• Oversee outgoing mail, ensuring proper postage is charged to correct client and all mail is dispatched regularly.
• Manage reception desk and provide coverage as needed; ensure calls and visitors are addressed timely, professionally and tracked properly
• Identify areas of organizational improvement which may include creating new procedures and/or updating current procedures
• Produce postage and client bill back reporting
• Provide office access to employees (allowing/removing access)
• Ensure invoices received are submitted and approved timely
• Coordinate storage requests
• Coordinate with property management and building maintenance
• Coordinate with mail courier on anomalies with USPS (missent mail, etc.)
• Manage inventory of supplies, including stationery, envelopes, letterhead, kitchen, break rooms, SPDs, forms, packets, large volume mailings, etc.)
• Support staff with equipment needs; manage maintenance scheduling for copier/printer, etc.
• Manage USPS EPS account, including postage funds for all permits and PO Boxes, direct deposit funds, etc.
• Perform other duties, as required.

Minimum Qualifications

• High school diploma or GED.
• Two (2) years of experience working in an office support capacity.
• Recent Lead experience.
• Ability to train, coach, and motivate staff.
• Exceptional team player with the confidence and integrity to earn client and internal team confidence quickly.
• Excellent verbal and written communication skills, including interpersonal skills.
• Strong decision-making and organizational skills, with the ability to optimize the use of all available resources and deliver on multiple priorities.
• Working knowledge of basic office equipment.
• Computer proficiency, including Microsoft Office tools and applications.
• Must be available to work a flexible schedule, including occasional extended hours, as workload and business needs require.
• Ability to consistently meet established attendance and punctuality guidelines.
• Must be able to work effectively in a fast-paced environment that may be subject to interruptions.

Preferred Qualifications

• Understanding of third-party administration operations.
• Experience in customer service.

*Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee of this job.  Duties, responsibilities and activities may change at any time with or without notice.

Working Conditions/Physical Effort

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to maneuver and lift up to 60 pounds regularly.
• Must be able to sit, stand, bend, kneel, and move about frequently.

Disability Accommodation

Consistent with the Americans with Disabilities Act (ADA) and other applicable federal and state law, it is the policy of Zenith American Solutions to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Recruiting Department at [email protected], and we would be happy to assist you.

Zenith American Solutions

Real People. Real Solutions. National Reach. Local Expertise.

We are currently looking for a dedicated, energetic employee with the necessary skills, initiative, and personality, along with the desire to get the most out of their working life, to help us be our best every day.

Zenith American Solutions is the largest independent Third Party Administrator in the United States and currently operates over 44 offices nationwide. The original entity of Zenith American has been in business since 1944. Our company was formed as the result of a merger between Zenith Administrators and American Benefit Plan Administrators in 2011. By combining resources, best practices and scale, the new organization is even stronger and better than before.

We believe the best way to realize our better systems for better service philosophy is to hire the best employees. We're always looking for talented individuals who share our dedication to high-quality work, exceptional service and mutual respect. If you're interested in working in an environment where people - employees and clients - really matter, consider bringing your talents to Zenith American!

We realize the importance a comprehensive benefits program to our employees and their families. As part of our total compensation package, we offer an array of benefits including health, vision, and dental coverage, a retirement savings 401(k) plan with company match, paid time off (PTO), great opportunities for growth, and much, much more!