Hybrid Administrative Services Supervisor - Mon - Fri 8am-5pm

Williams Lea is hiring for a Hybrid Administrative Supervisor for our Wheeling WV office to work Monday to Friday 8:00 am to 5:00 pm!

Pay: $52208/year

Benefits:

• Various health insurance options & wellness plans (Medical Dental Vision Prescription Drug)
• 401k Retirement Savings Plan Including Employer Match
• Paid Time Off (PTO)
• Life Insurance
• Paid Parental Leave
• Short-term & Long-term Disability
• Healthcare & Dependent Care Flexible Spending Accounts
• Domestic Partner Coverage
• Commuter Benefits
• Legal Assistance
• Employee Assistance Program (EAP)
• Company Provided Parking
• Additional Employee Perks and Discounts

The Administrative Services Supervisor is an experienced position providing exceptional customer service to our clients by delivering timely and accurate administrative support at an advanced level. This role is responsible for assessing assigning and performing administrative tasks such as document processing proofreading expense reports time entry calendar and phone management invoice entry and opening client matters. The Lead Administrative Associate has advanced ability to troubleshoot problems with software/hardware programs and/or team issues and provide instruction/training to others in the department. The role is responsible for the day-to-day production of work for a shift or site.

Job qualifications

• Bachelors degree or equivalent experience required
• (2) years of supervisory experience strongly preferred. Minimum of 1 year supervisory or leadership experience required.
• Minimum (4) years or more of administrative support experience in a professional organization preferably in the legal or banking industry; or experience performing administrative duties for a Williams Lea client operation for a minimum of (3) years or more.
• Advanced skills in the use MS Office software (Word Excel PowerPoint); strong keyboarding and typing skills
• Familiar with other software programs for providing administrative support
• Strong attention to detail; ability to work on multiple projects simultaneously
• Ability to work in a fast-paced environment while meeting deadlines and completing all projects in a timely manner
• Ability to handle sensitive and/or confidential documents and information
• Ability to make independent decisions that conform to business needs and policy
• Ability to troubleshoot complex or advanced tasks or concerns independently
• Ability to discern when a problem or issue requires escalation to the supervisory level
• Ability to maintain professional composure when working with immediate deadlines
• Ability to work both independently and collaboratively as part of a team
• Extensive experience in business terminology document production formats; skill and efficiency in use of reference resources
• Attention to detail with emphasis on accuracy and quality; able to coordinate across the team and work on multiple projects simultaneously while ensuring quality results
• Excellent verbal and written communication and interpersonal skills necessary to communicate questions and/or suggestions to client and other team members in a professional and customer service-oriented manner
• Good judgment and organizational skills with sound decision-making ability and solutions-oriented approach with the ability to ask for and follow directions
• Ability to work both independently and collaboratively as part of a team; self-motivated to ensure own production
• Proficient in the use of equipment/technology/software and hardware necessary to perform job functions
• Self-motivated with a positive attitude
• Proven customer service skills required to create maintain and enhance customer relationships

Job duties

(* denotes an essential function)

• *Supervise the teams day-to-day work assignments in administrative services including but not limited to answering phone lines providing customer service supporting specialized projects using established procedures standards and formats to edit proof convert create transcribe or otherwise complete document production requests and data entry for expenses/time/invoices and other areas as needed; includes supervision of projects and ad hoc requests to ensure efficient accurate completion within deadlines
• *Ensure quality service delivery through standard operating procedures alignment with account plan and achieving agreed-upon metrics and goals to ensure client satisfaction and exceptional employee performance
• *Respond to customer inquiries in a timely and professional manner; keep client and manager informed of significant and potential issues and communicate proposed solutions or processes that will avoid future or other potential issues; resolve issues escalated by the client to ensure a high level of customer satisfaction
• *Responsible for employee lifecycle including but not limited to interviewing and onboarding training development planning for key roles and off-boarding management
• *Ensure team member compliance with company and client policies service level agreements (SLAs) and expected quality of work utilize corrective action when necessary
• *Enable team members to perform through setting goals and objectives identifying priorities and providing regular and consistent communication using ongoing performance feedback individual and group meetings
• *Supervise staffing and workflow volumes; use workflow management system to effectively utilize headcount based on work volumes and allocate staffing resources by shift or service line accordingly
• *Execute required administrative reports activities processes related to the people and/or production both on time and in accordance with appropriate standards of operation
• *Interacts with clients over the phone via video or electronically.
• Support manager with P&L activities; understand impact of overtime and time-off to avoid non-billable charges
• May support materials included in monthly Client Service Review (CSR) or Quarterly Business Reviews (QBRs)
• Have a strong knowledge of the clients businesses and the impact of our services
• Foster cross-training and a sense of team work to optimize client service delivery
• May train more junior staff members as needed
• Adheres to Williams Lea policies in addition to client site policies.
• Uses equipment and supplies in a cost-efficient manner.

It is the policy of Williams Lea to ensure equal employment opportunity without discrimination or harassment on the basis of race color creed religion national origin alienage or citizenship status age sex sexual orientation gender identity of expression marital or domestic/civil partnership status disability veteran status genetic information or any other basis protected by law.

Williams Lea is a drug-free workplace and performs pre-employment substance abuse testing.

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