Supervisor - Office Services

• Lead and supervise the employees who perform this work to include: evaluation of employee performance and goals, address performance issues, coordinate staff work schedules, approve staff time cards and promote a positive and respectful work environment.
• Provides updates to management on the status of Meetings, Events, Mail Center Business, and Pool Car Schedules.
• Supervise Meeting Coordination with internal and external personnel regarding set up and accommodation for various meetings and events. Establishes and maintains positive relationships with personnel and serves as first point of contact for all room issues and provides timely response and coordination.
• Coordinates with vendors to ensure food requirements are met, resolves any billing discrepancies, and to negotiate competitive pricing.
• Facilitate and coordinate food trucks on campus.
• Supervise and lead the day-to-day operations of Office Services to ensure effectiveness of support functions, including meeting coordinators, mail services and front desk staff.
• Responsible for mail center equipment along with copier service, supplies, and installation. Assists departments with special mailing needs, bulk mail outs, and requisition of office supplies.
• In coordination with Manager of Campus Services develops and reports on KPI's and other reports as needed.
• Assist with developing and submitting capital and operating budgets for campus services
• Works directly with and assists the department manager on special projects.
• Establishes schedules for pickup and delivery. Ensure adherence to delivery and mailing deadlines while maintaining knowledge of special mailing requirements and ability to make recommendations for the most efficient method of delivery.
• Orders supplies and equipment for mail center, Janitorial Staff, and Meeting Coordinators. Sets up, monitors, and maintains records for invoicing for Campus office accounts.
• Records and provides monthly reports, reconciles credit card, charge accounts, and invoices as needed.
• Maintains effective working relationship with departments and delivery services to ensure efficient workflow while providing information regarding mail services and meeting coordination.
• Ensures current USPS regulations, rate increases, holiday schedules are in compliance with all mandatory US Postal policies/procedures, including FedEx Hazardous Materials shipments. Determines causes for returned mail and contacts originating department for clarification or contacts carrier to determine causes for undelivered mail.
• Responsible for the cooperative's pool car fleet schedule, reservation, check out and return, safety recalls, and coordinating maintenance of the vehicles.
• The ability to handle stress and work well with others are essential functions of this position.
• Performs any other related duties as required or assigned.
• Due to our obligation to provide continuous, reliable electric service to our customers, the ability to maintain regular and punctual attendance and the ability to work outside your regularly scheduled office hours when necessary is an essential function of the job.

Minimum Qualifications

Associate degree in Event Planning, Business Administration, Communications or at least 5 years related experience and/or training

Excellent organiztional skills

Strong attention to detail and ability to plan ahead and able to manage multiple projects, personnel, and deadlines are essential.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Valid driver's license

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the functions of this job, the employee is occasionally exposed to outdoor weather conditions, extreme cold, extreme heat. The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

Moderate diversity, moderately physical. Work activities which allow for a moderate amount of diversity in the performance of tasks which require somewhat diversified physical demands of the employee.

While performing the functions of this job, the employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, stoop, kneel, crouch, or crawl, talk or hear, taste or smell; occasionally required to climb or balance. The employee must occasionally lift and/or move more than 100 pounds; frequently lift and/or move up to 25 pounds.

ADDITIONAL INFORMATION

• SAP experience
• Proficiency using Microsoft Office
• Background in mail center services, hospitality management or special events coordinating is preferred.
• Excellent negotiation skills, assertiveness, and ability to influence vendors to get things done is a plus.
• Excellent communication skills and a high level of customer service is desired.
• In pursuant of the Arkansas Medical Marijuana Act 593, this position is a designated safety-sensitive position according to AECC/AECI standards and processes.