Job Details

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Job Description - Supervisor, Customer Service & Administrative Support (USA0003F8)

Summary:

Responsible for overseeing a team of distributed Terminal Administrative Staff that provide billing and customer service across all business operations.

General Responsibilities:

1. Supervise the administrative support services team to ensure tasks are performed accurately, timely, and meet customer expectations.
2. Establish standards for Terminal Admins to execute work compliantly.
3. Provide guidance for efficiency, thoroughness, and courtesy in all interactions.
4. Train admins on procedures, answer questions, and provide general guidance.
5. Maintain Terminal Admin One Note and staffing calendar.
6. Ensure terminals meet daily billing, reconciliation, and bank deposit deadlines.
7. Ensure timely submission of inventory receipts and other transactions.
8. Periodically audit Credit/Rebill processing.
9. Ensure all propane tank data is being maintained for all locations.
10. Validate documents are saved in the appropriate shared location and format.
11. Monitor customer-owned fuel spreadsheets (Negative Inventory etc…)
12. Audit own-use spreadsheets at each terminal for accuracy.
13. Ensure the Terminals are maintaining their daily inventory templates.

Administrative Support Responsibilities:

1. Assist terminals when they are behind.
2. Assist with inventory variances and negative inventory issues.
3. Review counter sales accounts and help resolve issues.
4. Spot check till counts for accuracy.
5. Review posting status to ensure deadlines are met.
6. Ensure Blue Rhino inventory is accurate and billed appropriately.
7. Audit KIC and Delta Western inventory spreadsheets.
8. Collaborate with Terminal Managers and Admins to close out month end variances.

Qualifications

Education:

Bachelor's degree preferred, or high school degree and relevant experience.

Experience:

5+ years in an administrative or analytical support function, with 3+ years in a supervisory/team lead position.

Technical Proficiency:

1. Proficient in Microsoft Office products.
2. Familiarity with ERP systems like Ascend, Vertrax, Oracle.
3. Strong analytical abilities and data entry accuracy.
4. Understanding or experience with using a call center application.
5. Ability to establish and maintain effective working relationships.
6. Ability to evaluate process effectiveness and develop changes.
7. Ability to prioritize, organize, and perform multiple work assignments.
8. Utilize problem-solving skills.
9. Perform accurately in a detail-oriented environment.
10. Mentor, coach, train, and supervise employees.
11. Prepare clear and concise reports and correspondence.
12. Knowledge of applicable computer applications.

Job Scope:

Working Conditions:

Normal office environment with little exposure to excessive noise, dust, temperature, etc. Extended use of a computer keyboard and monitor, ability to sit for long periods.

Travel:

25% to 50% of time, especially at onset for training.