Distribution Supervisor

Position Summary

The Distribution Supervisor oversees all aspects of outgoing payroll-related shipments within the Professional Employer Organization (PEO). This role is responsible for ensuring the accurate, secure, and timely delivery of payroll checks, tax forms, and compliance documents to clients across multiple locations.

Essential Job Functions

• Supervises the end-to-end shipping process for all payroll checks, reports, and related materials.
• Ensure timely packaging, labeling, and dispatch of payroll shipments via UPS, FedEx, USPS, or courier services.
• Monitor delivery timelines and proactively address any delays or errors in shipment.
• Maintain chain-of-custody procedures to ensure secure handling of sensitive client and employee data.
• Cook up daily pickup and drop-off schedules with carrier partners.
• Handles incoming and outgoing mail.
• Aid the payroll team with data entry. Process & Compliance Management
• Develop, document, and enforce shipping policies and procedures that meet PEO compliance and confidentiality standards.
• Ensure all shipments meet internal audit and regulatory requirements, including secure storage and disposal of confidential materials.
• Maintain accurate shipment logs and tracking information for audit readiness.

Team Leadership

• Supervise the distribution and payroll support teams to ensure workload balance and adherence to deadlines.
• Train staff in proper shipping procedures, payroll support, security protocols, and quality standards.
• Evaluate team performance and implement continuous improvement initiatives.
• Partner with Payroll, Finance, and Client Services teams to ensure coordinated and efficient operations.

Technology & Reporting

• Utilize shipping software and payroll systems to manage shipping labels, tracking, and reconciliation.
• Utilize payroll software for accurate entry of employee maintenance by team.
• Generate and analyze daily shipping reports to ensure accuracy and performance targets are met.
• Identify and implement opportunities for automation or process improvement within shipping workflows.

Required Skills and Experience

• Must have high school diploma or equivalent.
• Must have excellent clerical and administrative skills with emphasis on verbal and written communication skills (in English), good common sense; positive attitude; willingness to take initiative; and ability to maintain confidentiality.
• Must have the ability to type with speed and accuracy.
• Must have the ability to work independently and trouble shoot when needed without escalation.
• Must have the ability to maintain simple and moderately complex records in an orderly and accurate manner.
• Must have the ability to work accurately and quickly under company deadlines.
• Must have the ability to deal with clients and employees in an efficient and professional manner.
• Must have the ability to operate computer hardware and to work with software applications.
• Must have communication skills – ability to express ideas clearly and concisely, in writing and verbally.
• Must have interpersonal skills – cooperative, courteous, flexible and good natured.
• Must have effective work skills – conscientious, persistent, resourceful, productive and active.
• Must have the ability to make decisions and judgments.
• Must have the ability to multi-task.
• Must have excellent customer service skills.
• Must have attention to detail and accuracy.
• Must have experience using MS Word and Excel, Outlook, etc.
• Must be able to work late and be flexible as needed.