Administrative Supervisor

Benefits:

• Competitive salary
• Dental insurance
• Employee discounts
• Free uniforms
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance

Benefits/Perks

• Medical insurance
• Dental insurance
• Vision insurance
• 401K retirement with company match
• Vacation, paid time off
• Company-paid training
• Employee discounts for Culligan in-home products
• Eligibility for annual recognition and training meetings/events

Position Summary:
This Administrative Supervisor position will be responsible to oversee Administrative Assistant functions, customer inquiries, entering contracts, processing financing, collections, inventory, as well as assist in processing payroll, which is bi-weekly.
General Job Duties:
All employees are responsible for a basic knowledge of the employee handbook, along with the mission and vision of the Organization, and must conduct themselves with behavior that supports these values.

• All employees are responsible for making the most of their working time and reach maximum potential by being on time for appointments, checking voicemails/emails as appropriate and completing deadlines in a timely manner.
• All full time employees are required to work at least 40 hours a week.
• All employees are expected to escalate issues as necessary.
• All employees must conduct themselves in a respectful and professional manner as outlined in the Vetters Inc. Culligan Employee Handbook, code of ethics, and code of conduct.
• All employees will specifically be trained on their job duties, however; other mandatory trainings may be deemed appropriate by management for one or all members of the team.
• All employees must occasionally collaborate with the leadership team to create, revise, and maintain accurate job descriptions.
• Demonstrate professionalism, courtesy, and tactfulness in all interactions with customers, employees, and vendors.

Essential Job Functions:

• Assists the General Manager in the management of the operation by utilizing independent judgment and discretion on customer escalations, billing issues, expenditures, and budgetary matters for the business; serves as the manager on duty on an as needed basis.
• Assist in customer service and answer the phone in a manner that correlates with Vetters Inc. Culligans mission statement and values.
• Overseeing all aspects of the Administrative Assistants duties and make sure all reports and information are correct.
• Perform weekly or as needed team meetings with Admin staff.
• Training of all Admin staff and others as needed as well as updating all training documents for the Administrative Assitants.
• Assist and Prepare payroll for processing for both the Coralville and Washington branches.
• Maintain financial accounts by taking payments and/or processing customer adjustments when necessary, and performing and overseeing all aspects of account receivables.
• As necessary, travel to the Washington location for Training and coverage.
• Maintain warehouse and Parts to truck inventory logs for both the Vetters Inc. branches, which will include ordering and tracking salt and water, and communicate if any of the following need to be ordered; filters, units, parts, etc.
• Schedule service, sales and deliver appointments, as necessary.
• Following Company protocols, policies, and goals while acting on opportunities to optimize the efficiency of the department.
• Working the drive-up window and/or walk-ins load and unload Culligan supplies, when necessary.
• Account collection activities, which includes following procedures for reminding customers about past-due accounts.
• Escalate any payroll discrepancies to the direct supervisor of any position for it to be addressed.
• Plan and coordinate office services (e.g. phone support, mailroom, and copier) and related activities, including the development and supervision of administrative employees.
• Take an active hand in training administrative personnel.
• Aiding in administering corrective action, performance reviews, of Admin Staff.
• Resolve any consumer issues and/or follow up with customers to ensure optimal satisfaction.
• Primary responsibility for month end close procedures.
• Regularly exercises discretion, initiative, and independent judgement in performing duties
• Other duties as assigned.

Cross Training Requirements:

• This position is responsible for cross training with the Administrative Assistants, , General Manager, Branch Manager, Executive Board, and any other administration staff to the point of covering all basic responsibilities in the case of an extended absence.

This Position is Not Responsible for:

• Human Resources
• General Ledger / Accounting

This Position may help in the following areas but are not the main responsibilities.

• Accounts Payable

Position Requirements:
The requirements listed below are representative of the knowledge skills and abilities required. Employees who do not possess the requirements for a job at the time of hire will not be considered for the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
All positions are required to attend company-wide or position-specific trainings and stay abreast of water softening technology.
Required Skills and Experience:

• Capable of working effectively independently and in a team environment
• Must be self-motivated, goal and detail oriented
• Flexible and adaptable to changing work environment
• Ability to prioritize multiple tasks and manage time efficiently
• The ability to make objective employment-related decisions pertaining to hiring, attrition, and corrective action.
• Basic proficiency with financial duties pertaining to business operations, including managing budgets and AR.
• Moderate to advance proficiency in Excel and other MS office software

Desired Skills and Experience:

• Experience with computer software and multi-line phone systems

Education Requirements:

• A Bachelors Degree or Associates Degree, or 3 years experience, in a related field is required.

Language Requirements:
The primary language of Vetters Inc. Culligan is English. Excellent communication skills, as defined as the ability to:

• Actively listen for total comprehension
• Ask questions that enhance the understanding of a certain topic
• Relay information and/or instruction in a descriptive and understandable fashion in both written and verbal forms

Mathematical Requirements:

• Advanced to moderate accounting ability is mandatory for this position.

Reasoning Ability Requirements:

• Basic-level, reasoning abilities are necessary to understand and follow basic instruction from supervisory positions either by writing or verbally. Reasoning reasoning abilities are necessary to meet deadlines, prioritize company and customer needs, and work well with teammates.

Physical Requirements:

• Occasional lifting up to 50 lbs. may be necessary from time to time. Must be able to sit for long periods of time (up to 8 hours a day).

Supervision Requirements:
This position supervises: Administrative assistants
This position reports to: The Operations manager and President Sean McCarthy