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Office Supervisor

Phoenix, AZ 85017

Posted: 05/28/2024 Employment Type: Direct Industry: Administration Job Number: 84881

Job Description

Purpose and Scope: The Office Supervisor (OS) will supervise all service and office administrative coordinators. The OS will provide support to managers on resolving technical and processing issues for the service administrative team. The OS will ensure expeditious processing of all Work Orders (WO's), Sales Orders (SO's), invoicing, etc. to maximize revenue and profit for the service teams. Will be assigned administrative coordination duties in addition to their supervisor roles. Is responsible to monitor, maintain and order general supplies for use by all employees.

Job Requirements

Responsibilities:
  • Supervise direct reports for all attendance, performance, training, and development needs. 
  • Support continuous improvement efforts with the team and promote healthy, respectful communications.
  • Mentor and supervise team to ensure adherence to policies, procedures, and compliance within company and customer billing requirements/terms.
  • Functions as the primary coordinator for the flow of all Ultra Care and Premium Care administration between internal and external customers.
  • Supports our Recondition Sales department with order processing, equipment and asset tracking, and monthly reporting.
  • Monitor incoming emails and respond accordingly in a timely manner
  • Liaise with Sales to ensure customer follow up for pending quotes/PO's
  • Ensure all department billing and invoicing are processed promptly and accurately
  • Provides metrics and setting of KPI's, supporting daily operations and revenue realization
  • Coordinates the scheduling and movement of manpower and materials
  • Schedules and dispatches field technicians to meet customer needs and expectations based on the nature of the call (emergency, preventive maintenance, available resources and customer needs).
  • Effectively utilizes various software in the delivery and management of service activities: opening service calls, supporting and scheduling planned preventive maintenance visits, updating customer information, etc.
  • Maintain, update, and distribute various reports based on assigned tasks for areas of responsibility
  • Data entry for multiple systems that include but not limited to, excel, SAGE 500, and web-based service system 
  • Processes records and documents for accounting (billing and credits), shipping (logging Bills of Lading), etc., and files records of same.
  • Order supplies and general items needed for office use
  • Delivers outstanding customer service.
  • All other duties as required.

Experience:
1+ Years of industry experience or related customer service experience.

Pay: $25 - $35/hr
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