Assistant Manager- Admin

Job Summary:
The Supv-Administrative Support oversees all front desk personnel at multiple locations. Ensures that visitors and clients are received in an excellent and professional manner and that all reception areas always operate a high-quality service. Hires and trains new front desk staff and supervise efficient working of all agents at front desks, assigns special tasks to all individuals, and ensures efficiency in working at all times. Operates a multi-line telephone system and routes calls to the appropriate person, department, or voicemail.

Responsibilities:
Maintains staff by selecting and training employees and developing personal growth opportunities. Ensures that employees have the resources, tools, and ongoing training needed to perform essential functions. Administers and monitors all staff performances. Oversees maintaining the Front Desk Support page on the company SharePoint, making sure all documents are accurate and up to date.

Prepares and coordinates front desk coverage and backup assignments. Ensures knowledge of staff movements in, around, and out of organization.

Contributes to team effort by conducting monthly department meetings and implementing team-building activities. Oversees inventory and purchasing of office supplies on a budget basis. Maintains professional and technical knowledge by attending educational workshops or online trainings.

Handles and initiates any phone-related issues that arise by working closely with the Telecommunications department.

Greets visitors with warmth and enthusiasm, determines the nature of their business and assists with the use of the visitor management system, and helps guests enter and exit the sign-in program.

Answers incoming calls on multi-line phone system and directs them to appropriate person or department. Includes helping those who may need assistance determining which department or person they are seeking.

May provide routine information to callers. Pages employees or visitors as necessary along with making occasional announcements over intercom system. Provides routine information to callers as necessary.

Works closely with security staff, notifying them of any emergencies, large groups coming in, or any other vital information. Communicates clear direction to team for emergency medical response by keeping updated protocols along with first responder phone notification list. Dispatches employee first responders and sends out notifications in a timely manner when medical emergencies/injuries are reported.

Performs other duties as assigned.

People Management Expectations: 
• Translates company strategy into functional and team goals, monitors progress, removes barriers, and identifies and allocates resources. Acts as a change catalyst to meet evolving business needs. This may include organizational, financial, and labor/cost management. 
• Creates a high-performance culture by setting clear performance objectives, providing ongoing feedback, and developing talent to build new skills and capabilities. 
• Drives team engagement and promotes an inclusive work environment using effective communication, team building, and collaboration practices. 
• Maintains efficient operations in compliance with regulations, policies, and safety standards. 

Additional Requirements:
• Bachelor's degree, applicable certification or equivalent experience.
• Typically requires 10 years functional experience.
• No formal management experience however has experience in leading projects and people.
• Supervises the work of at least 2 full-time direct reports (associate, support or retail; may also manage temporary/seasonal employees).
• Minimum of 10 years office experience with minimum 8 year lead or supervisory experience; preferably in a corporate setting.
• The incumbent must exhibit strong leadership characteristics, be organized, able to prioritize, willing to accept change, and have time management skills. 
• This position will operate multi-line phone system, greet, and direct visitors and perform miscellaneous administrative duties. 
• Must be proficient with answering phone calls and have a clear voice for paging. 
• Patience and listening skills to respond appropriate and interact positively to upset customers. 
• Leads by example; greets and welcomes visitors with warmth and enthusiasm. 
• Ability to read, write, speak, and understand English. 
• Possess strong verbal and written communication skills for effective interactions within the team and external customer. 
• Have the ability to process, trouble shooting skills related to improving efficiency, capability and safety. 
• Possess an aptitude for behavioral safety, as well as an excellent work and attendance record. 
• Proven experience working as a hands-on supervisor with the ability to build trust with a team through leadership and guidance. 
• Must be able to take initiative and exercise good judgement. 
• Possess excellent communication skills and listening ability Thorough knowledge of PC and be proficient in MS Word and Excel. 
• Physical ability to use telephone, sit for extended periods of time, and regularly lift/carry up to 10 pounds.

• Travel: Occasional - 10%
• Work Schedule: Standard Hours
 
Career Band: Management
Jobs on this career band achieve results through the efforts of subordinate employees by directing, leveraging, guiding the work of others and mobilizing resources as the primary focus of their role. Typically manages 2 or more direct reports. Responsible for the monitoring and achievement of operational and/or financial results for area of responsibility to accomplish the vision of the company. Responsible for staffing decisions, such as hiring, firing, rewarding, training, and developing employees.

Criteria & Management Requirements:
• Problem Solving: Uses judgment to identify and resolve day-to-day technical and operational problems. 
• Business Acumen: Applies operational business practices and coordinates with other closely related areas to improve efficiency and deliver programs and services.
• Communication & Influence: Uses tact and diplomacy to exchange information and handle sensitive issues; simplifies and clarifies information.
• Impact: Guided by team goals, decisions impact the quality, efficiency and effectiveness of their own team and impacts related teams through quality of output and service provided.
• Leadership: Supervises tactical and non-tactical work through semi-independent leadership includes setting objectives, coaching employees on their performance.

Work Environment: Typical Office

Other Work Environment Requirements: 
Typical Office: Operates in a typical office environment, routinely uses computer and other standard office equipment.

Other Physical Requirements: 
Typical Office: Generally sedentary for prolonged periods, may occasionally require ability to move about or adjust/move items weighing up to 10 lbs. in all directions; Constantly requires ability to communicate with others to exchange information.

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This job description is not meant to be an all-inclusive list of duties and responsibilities, but constitutes a general definition of the position's scope and function in the company.