Posted in Management 30+ days ago.
Type: Full-Time
Location: Yorba Linda, California
Rite-Hite is the global leader in the manufacture and distribution of industrial loading dock and door equipment. Our innovative products and world class sales organization ensure solid, consistent growth, both for our company and our staff. Arbon Equipment, a Rite-Hite company, is North America's premiere distributor of dock and door equipment as well as service. To continue our growth, we have an opening for an Administrative Manager in our Yorba Linda, CA office.
This position is responsible for ensuring customer satisfaction by ensuring timely and professional administration of equipment service orders in the district.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
This position is responsible for maintaining compliance to Arbon Quality Business Processes as they pertain to administrative procedures, and escalating issues that relate to other areas to the appropriate manager for resolution.
Working with the Operations Manager, develops performance metrics for the department and monitors performance of assigned staff, taking action to correct performance shortfalls in a timely and professional manner.
Monitors work flow of orders in the Service System daily, working with staff to alleviate bottle necks and ensure timely completion of service orders. This includes addressing scheduling conflicts to ensure satisfactory resolution. This includes managing the PMP backlog in a district zones and taking necessary action to ensure the backlog does not age to an unacceptable level. This is accomplished through performing periodic audits of orders, invoices, order status, PMP reports, etc. to ensure accuracy and identify needed corrective action.
Review daily scheduling ensuring resources are being used effectively and, as necessary, escalating issues to the Service Managers or VPGM. As scheduling conflicts occur, work with sales, service and customer personnel to ensure satisfactory resolution. This includes managing the PMP backlog in all district zones.
Monitors collections status and takes the lead in resolving district collection issues. This includes effectively interfacing with customers and Sales to ascertain and document billing procedures to assure timely payment of Arbon invoices. Takes the lead in working with major customers who have specific and unique work order processing and invoicing requirements that are to be understood and executed correctly to ensure timely payment, training personnel on these processes and ensuring they are carried out properly.
This position is responsible for serving as the subject matter expert and first level support for district Technical Services Coordinators and Service Technicians for service system mobile devices, software, and JDE Service System Application. This includes issues such as connectivity, passwords, hardware malfunctions, and basic software problems. Escalates issues as needed to corporate IT or vendor technical support. In addition, this position maintains a general understanding of service and installation coordination activities to facilitate providing this support.
This position maintains service system address book information, including setting up new customers in the system and maintaining customer information in the system over time. This is to be done with strict adherence to procedures to ensure accuracy of the information, the ability of various systems to communicate properly with each other. In addition to accuracy, timely creation and entry of records is crucial to ensure Arbon’s ability to service customers in an efficient and effective manner.
This position serves as the district captain for resolving problems with the service systems and for effective implementation of future programming changes.
Review, approve, code and process vendor invoices for accuracy and properly enter into the system for payment, flagging invoices for General Manager review as appropriate.
This position serves as the district's focal point for payroll. This includes gathering and reviewing weekly time card reporting from hourly employees, escalating any problem areas to the appropriate manager, and generating the reports used by Corporate to process payroll. Monitors overtime and notifies the appropriate manager in cases of excessive overtime. Also serves as the main corporate contact for the Wellness program.
Provides daily oversight of the office administrative staff, monitoring workplace productivity, attendance, and serving as an on-site resource to solve problems, involving the appropriate manager as needed.
Manages the Administrative Assistant for the office and helps ensure support to the sales staff.
Working with the appropriate Service Manager, this positions coordinates the training of new Service Coordinators in the office.
Assists other managers in staffing activities. Serves as the main point of contact for temporary help services as needed. May conduct initial screening interviews for off-site managers, as needed.
Process all submittals, contracts, insurance certificates and any other similar documents necessary to release and invoice orders.
Manages the petty cash account.
Takes the lead in organizing district inventory management and reporting.
Identifies and researches root causes of areas of under performance, providing input to the General, Sales, and Service Managers in developing ways to resolve the underlying issues.
Identifies and resolves reconciliation issues as needed.
SUPERVISORY RESPONSIBILITIES
Directly supervises 10-20 administrative staff. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
Rite-Hite sells the best, and we hire the best. Associate's degree (A. A.) or equivalent from two-year college or technical school; or three or more years related experience and/or training; or equivalent combination of education and experience. In addition, the Administrative Manager must have good attention to detail and the ability to juggle multiple projects without dropping the ball. Strong communication and customer service skills are also essential.
Rite-Hite provides competitive compensation (base wage range is $80,000 - $95,000) and a comprehensive benefits package with medical, dental, and vision coverage along with life and paid medical leave. We also provide a retirement savings plan that combines 401(K) with company match and profit sharing. Paid holidays, vacation, and up to five paid personal/sick days per year round out the package.
Rite-Hite is an Equal Opportunity/Affirmative Action employer offering a drug free workplace for our customers and employees.
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