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, ensuring 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 the 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 (mis‑sent 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.

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.

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.

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, Zenith American Solutions provides reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Recruiting Department at recruiting@zenith-american.com.

Benefits

Zenith American Solutions offers a comprehensive benefits program that includes health, vision, and dental coverage; a retirement savings 401(k) plan with company match; paid time off (PTO); and ample opportunities for growth and development.