OFFICE SUPERVISOR

Position Title: Office Supervisor

Job Group: Operations

Reports to: Office Manager, Dir. Of Operations

Job Code: 84N5EA

The Office Supervisor is responsible for organizing, supporting and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. He or she is responsible for providing office services for the venue assigned, which may include functions related to Human Resources, Accounting, Cash Management, Payroll, Purchasing and general Administration.

The Office Supervisor will ensure the overall efficiency of Sodexo Live!’s business office by organizing and maintaining office records and ensuring the implementation and enforcement of Sodexo Live!’s standards and practices for accuracy, efficiency, quality and financial performance.

Responsibilities, Supporting Actions, and End-Results

Major Responsibility: Maximize Sodexo Live!’s revenue and operational excellence through execution of systems and policies related to office and administrative operations.

Supporting Actions:

• Execute office policies and organize office operations and procedures.
• Assist with daily and weekly reporting functions including weekly operations report, weekly sales and cash, and event revenue detail.
• Assist with vault cash fund management and support cash room staff with operational bank preparations.
• Post accounts receivable invoices from catering system and apply payments per mail check register.
• Aggressively collect all open accounts receivable invoices.
• Prepare vendor setup for accounts payable vendors to be loaded into ERP system.
• Enter accounts payable invoices and prepare necessary reports for review and approval of entries.
• Review vendor statements of account for any unpaid invoices and follow through with necessary resolution.
• Assist with payroll related issues and perform necessary punch edits and employee maintenance.
• Maintain a schedule of operational accruals.
• Review weekly operations ledgers to ensure all operating and balance sheet accounts are in proper balance.
• Oversee and respond to corporate inquiries relative to operations, human resources, and accounting.
• Draft letters, reports and other correspondence in a timely, accurate manner.
• Provide routine information regarding events, operations, policies and procedures for various operations within the unit.
• Maintain a variety of files and records of information (e.g. attendance, event files, expense records, employee files, etc.).
• Prepare various schedules as required.
• Support planning of conferences and meetings, make travel reservations and keep calendar of appointments for the staff.
• Maintain and order all necessary supplies and materials for the offices using corporate programs.
• Maintain all necessary contracts, lease agreements, etc. for office equipment including copiers, computers & software.
• Make recommendations for budget related to office maintenance expenses based on past expenditures, projected growth and workload.

End Results: Sodexo Live! retains an excellent reputation; Service, revenue and profit goals are achieved.

Essential Function: Yes Percentage: 60%

Major Responsibility: Contribute to goal of making Sodexo Live! #1 in Event Hospitality and the #1 Employer of Choice through personal commitment and leading by example.

Supporting Actions:

• Accomplish office and administrative mission by completing work in a proactive and efficient manner.
• Apply consistent focus on the internal customer by paying close attention to detail in the performance of all tasks.
• Review personal work for accuracy, quantity, timeliness, adherence to prescribed procedures and prepare reports of subordinates’ productivity.
• Communicate with General Manager, Staff, internal departments and external agencies, as necessary.
• Assist fellow employees in other departments; Serve as an information resource for the unit and provide education on administrative processes as needed.
• Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
• Confer with General Manager regarding problem areas; Make recommendations for increasing efficiency and for changing procedures.
• Serve as a point person for employee relations and other HR functions, as needed; Perform duties related to the recruitment, hiring and on-boarding processes and act as a positive role model for new Sodexo Live! employees.
• Perform training functions as assigned for Company personnel on matters relating to administrative duties.
• Perform other related duties, tasks and responsibilities as required from time to time.

End Results: 100% Customer Satisfaction is achieved; Sodexo Live! is recognized at the #1 Event Hospitality provider.

Essential Function: Yes Percentage: 40%

Decisions free to make:

• Prioritizing daily work flow to meet organization objectives.
• Organization of on-going work activities.
• Methods for completion of day-to-day tasks.
• Actions that enhance the customer experience.

Decisions that depend on positions advice:

• Approval of any matter with a cost or expense implication.
• Actions outside of established policies and procedures.
• Actions that could involve significant organizational risk.
• Actions that impact productivity.
• Actions with potential negative impact to customer experience

Dimensions

An Office Supervisor will typically be assigned to a single facility with the necessity to work in various stations or locations within that given unit. They will have minimal to moderate latitude for independent decision making. Receives a significant level of supervision with instructions given for routine work and detailed instructions given for new lines of work or special assignments.

Job Qualifications/Skills

Required:

• High school diploma, some college and/or appropriate combination of education and work experience to support on-the-job effectiveness.
• One year of previous administrative experience, to include office management principles and procedures.
• Ability to work independently, exercising appropriate skills for effective judgment, creative problem solving and taking initiative.
• Excellent communication skills, with ability to deliver and interpret information across various sources.
• Exceptional ability to provide a high level of customer service.
• Numbers orientation, with ability to accurately compute various mathematical equations.
• Exceptional computer literacy with Microsoft Office Suite software.

Preferred:

• College degree in Business, Accounting or a related field of study.
• Proven ability to work effectively with all levels of staff and management; Ability to promote and participate in team environment concepts
• Self-starter who can work independently and on several tasks/projects simultaneously, and who can contribute to functional areas of the business outside of the finance area.
• Ability to communicate effectively both orally and in writing.
• Initiative in identifying and resolving problems timely and effectively.

Other Requirements:

Requires lifting up to 50 pounds on a regular and continuing basis. Must be able to work in extremes of cold and heat. Hours may be extended or irregular to include nights, weekends and holidays.

Must be able to meet the following requirements with reasonable accommodation:

• While performing the duties of this job, an employee is regularly required to stand for prolonged periods of time.
• The employee must be able to use hands to finger, handle, feel, reach with hands and arms, and taste or smell.
• The employee is occasionally required to stoop, kneel, or crouch.
• The employee must regularly lift and/or move up to 50 pounds, and carry approximately 20 feet.
• Ability to physically walk approximately one-fourth (¼) of a mile and the circumference of the unit several times a day.
• Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to adjust focus.
• While performing duties of this job, the associate is frequently exposed to moving mechanical parts and extreme heat.
• Employee must be able to perform repetitive motions.
• The employee is occasionally exposed to wet and/or humid conditions and extreme cold.
• Employee must have ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
• Employee must be able to operate in an environment with moderate to high noise
• Employee must have the ability to walk with non-skid shoes at all times.

Required Behavioral Attributes

Focus on the Customer

• Seek to understand the internal/external customer and meet the needs of both the customer and business
• Demonstrate the ability to apply technical, professional or product expertise

Attention to Detail

• Ensure that work meets the highest standards

Foster Teamwork

• Work well in a team environment

Improve Continuously

• Constantly assess and adapt current practices to perform a task better, faster or more efficiently

Think Creatively

• Develop innovative approaches and imaginative solutions that meet organizational needs

Build Strong Relationships

• Foster trust and cooperation among coworkers, customers and suppliers
• Develop and sustain personal contact in order to provide mutual benefit

Share Information

• Provide information so that coworkers, customers and suppliers understand and can take action

Drive for Results

• Work to achieve high levels of personal and organizational performance in order to meet or exceed objectives

Section 3: Knowledge, Skills and Abilities

• Demonstrate leadership skills to include training, coaching, directing and monitoring staff.
• Demonstrate responsible decision making while working independently.
• Procure, track and organize necessary materials and supplies.
• Maintain high levels of energy and enthusiasm to support accomplishment of tasks and effective customer service.
• Perform all tasks with a high level of detail orientation and accuracy.
• Anticipate, identify, communicate and seek solutions to problems.
• Contribute to a positive, productive work environment.
• Perform other related duties, projects, tasks and responsibilities as required, based on input and direction from Office Manager or General Manager.
• Act as a role model by coaching and teaching team members to work cooperatively and to remain focused.

Must complete established core, compliance and elective training requirements for Supervisory level staff.

Thank you for expressing interest in employment with Sodexo Live!. While only those candidates considered for this position will be contacted, your resume will remain on file for 90 days.

Sodexo Live! is an Equal Opportunity Employer.

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Schedule:

• 8 hour shift

Ability to commute/relocate:

• North Bethesda, MD 20852: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location

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