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Support Services Supervisor

POSITION SUMMARY

The Support Services Supervisor is responsible for building upkeep, cleanliness and maintenance; all shipping and receiving activities; building security; liaison with landlord and subtenants; office machines; maintaining and distributing office and kitchen supplies. This position reports to the VP of Operations and directly supervises employees in the Support Services Department. 

EDUCATION AND EXPERIENCE

  • High school diploma required;
  • A minimum of 3 years of experience working in a facilities capacity.
  • A minimum of 2 years of experience supervising, leading, and training a small team.
  • Experience defining workflows and procedures with use of research and data.

SKILLS & KNOWLEDGE

  • Ability to establish and maintain an effective working relationship with all departments.
  • Knowledge of MS Office Suite – Word, Outlook, and Excel.
  • Ability to prioritize and plan multiple work activities simultaneously.
  • Strong written and verbal communication skills.
  • Ability think analytically and to identify and resolve problems in a timely manner.
  • Strong business acumen – understands business implications of decisions.

KEY POSITION RESPONSIBILITIES (other duties may be assigned) 

Maintenance & Facilities

  • Monitor on a regular basis the cleanliness, appearance, comfort and maintenance of the building, including but not limited to HVAC, furniture, doors, kitchens, restrooms, carpet, paint and appliances.
  • Maintain all office machines, including mail handlers, postage machines, copiers and printers. Liaison with vendors for leasing, routine maintenance and repairs.
  • Use the Service Desk system to respond to employee requests for supplies, repairs and maintenance. Ensure issues are addressed timely and completely. Keep employees informed of any delays or problems in addressing requests. Track turnaround times and completion rates of Track-It requests.
  • Evaluate vendor contracts on a periodic basis to ensure the company is receiving the optimal combination of value and service for each contract.
  • Supervise and assist with minor maintenance, repairs and cleaning of certain building-related issues. Coordinate with the landlord, janitorial service and outside contractors as appropriate to ensure other issues are resolved in a timely manner.
  • Maintain building security by assigning and maintaining security access badges; maintain an up-to-date list of responders for the security company and landlord; respond to burglar and fire alarms; coordinate with landlord and contractors to ensure building security needs are addressed.
  • Act as primary liaison with building landlord for issues directly affecting building maintenance, repairs and security.
  • Assist the Vice President of Operations with the company’s Business Continuity and Disaster Recovery planning, including operational aspects of BCM.
  • Act as primary liaison with subtenants.
  • Other duties as assigned.

Inventory Management

  • Maintain inventory of fixed assets such as furniture and office machines, and provide inventory reports to Finance as requested. Monitor furniture for wear or damage, identify suitable replacement sources, and replace furniture within your budget.
  • Maintenance of the warehouse area, including printed inventory, departmental files, surplus furniture and other items.
  • Purchase office, kitchen, and janitorial supplies as needed, and ensure all office and kitchen supplies are stocked, readily available, and accounted for. Departmental orders should be fulfilled in a timely manner.
  • Maintain company vehicle. Control access to vehicle and coordinate with Finance to ensure only listed drivers are allowed to use the vehicle.
  • Supervision of offsite storage facility, including file retrieval.
  • As needed and upon approval, locate and purchase furniture, appliances and other fixtures.

Team Supervision & Management

  • Supervise to ensure tasks are completed in a timely and quality manner.
  • Hire and train employees. Give feedback, positive and constructive, to employees directly and timely. Address and document behavioral or performance issues in a timely manner. Complete quarterly and annual reviews on time.
  • Create reasonable, attainable and measurable Performance, Annual Bonus and Monthly Productivity Bonus goals for the team.
  • Administer the Monthly Productivity Bonus program in a fair and timely manner.
  • Create procedures for proper and timely handling and distribution of incoming mail and parcels; supervise and assist as necessary and ensure quality controls are in place.
  • Create procedures for proper and timely creation and processing of outgoing fulfillment. Prepare postage and shipping reports as scheduled, maintain positive levels on all postage accounts. Supervise and assist as necessary, and ensure quality controls are in place.
  • Create procedures for proper and timely handling and processing of all outbound shipping. Supervise and assist as necessary, and ensure quality controls are in place.
  • Manage to annual departmental budget. Provide input during the preparation of the upcoming year’s budget.
  • Utilize overtime and temporary services as necessary to manage projects, absences and company needs.

ABOUT THE COMPANY

Travel insurance is a $2B industry in the United States and that figure continues to rise as more and more travelers become aware of the valuable benefits a travel insurance plan can provide for unexpected mishaps that can occur during a trip.

A member of the worldwide Generali Global Assistance Group, CSA Travel Protection is dedicated to providing affordable travel insurance and emergency assistance services to protect travelers' valuable investments and provide the peace of mind they deserve while traveling. Since its inception in 1991, CSA has developed a reputation for standing behind its customers and evolving products and services to meet their needs. Through superior customer service, extensive experience and industry-leading innovation, we're with our traveling customers every step of the way, whenever and wherever they need us.

*CSA Travel Protection is an Equal Opportunity Employer. M/F/D/V encouraged to apply. Employment contingent upon successful completion of background investigation. No recruiters or agencies without a previously signed contract. Relocation costs not covered by employer. Must be eligible to work in this country.

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