Administrative Operations Manager

SSA Group; Birmingham (AL); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

401(k) with company match

Paid time off

Job summary

SSA Group at Birmingham Zoo seeks an Administrative Operations Manager to lead recruiting, onboarding, compliance, employee records, and financial operations.

Responsibilities include hiring, supervising staff, vendor invoicing, onboarding, and ensuring policy compliance while coordinating with HQ and client management across the unit.

Qualifications

• Five years of cash handling experience.
• Three to five years of administrative management and/or cash room experience.
• ServSafe or Food Handling Certification is a plus.
• All education backgrounds accepted; must be 18 years old or older.
• Strong interpersonal and communication skills; leadership and team-building abilities.

Responsibilities

• Deliver warm, welcoming experiences for guests and clients.
• Hire, recruit, integrate and supervise staff; evaluate performance and coach.
• Reconcile vendor invoices and arrange shipments as needed.
• Ensure onboarding processes align with HQ and client guidelines.
• Maintain compliant documentation on discrepancies and accountabilities.
• Collaborate with SSA HQ Team, Audit & Controls, and management on operations.
• Develop cash training programs to mentor employees.
• Manage branch reporting and daily cash office operations.
• Oversee payroll and budgeted staffing levels.
• Provide administrative support and generate trend reports.

Skills

Cash handling

Administrative leadership

Communication skills

Problem solving

Budget/financial management

Tools

Inventory system knowledge

Job description

Where People, Finance, and Hospitality Come Together

Join SSA Group at Birmingham Zoo and help shape the future of hospitality by leading recruiting, onboarding, compliance, employee records, and financial operations.

Administrative Operations Manager

Who are we

For more than 50 years, SSA has partnered with cultural attractions to design the hospitality experience journey, freeing our partners to remain mission-focused.

We bring together admissions, culinary, and retail with innovation and human connection to shape a seamless guest journey.

Our focus is on people, innovation, and operational intelligence as a means to create special moments with lasting impact. We call it 452 Hospitality, the foundation of how we serve our partners and their communities.

Position Title: Administrative Operations Manager

Reports to: General Manager and Assistant General Manager (where applicable)

Responsibilities

• Live out 452 Hospitality by delivering warm, welcoming, and memorable experiences for every guest and client.
• Ensure your department’s team is set with the operation in mind: hire & recruit for new talent, integrate new team members, supervise assigned personnel, evaluate performance, develop, coach, issue documentation, and manage employee exits.
• Contact vendors to reconcile invoice discrepancies, shortages, over shipments or to arrange for emergency shipments or requisitions.
• Ensures new employee orientation process within guidelines of HQ and Client is administered through partnership with Management team or owning directly through Admin department.
• Responsible for communicating proper documentation on discrepancies to office & management team regarding employee accountabilities.
• Communicates quickly and effectively with SSA HQ Team, Director of Audits and Controls, Office Team, Client and Management Team onsite.
• Is an integral part of the operational team and assists in motivating staff and cultivating a team focus.
• Develop cash training programs to train, motivate, and mentor employees as necessary to business.
• Remain knowledgeable and on the foresight of and managing in accordance with applicable local, state and federal laws.Communicates and updates to management team at Unit.
• Maintain a clean, safe and organized work environment.
• Uphold and demonstrate a complete understanding of company policies and procedures.
• Develop and implement storage systems, policies and procedures to ensure maximum use and efficiency of space and storage areas in warehousing operations.
• Ensures all HQ reporting and daily cash office operations are overseen and met by Admin team.
• In the absence of Operational Manager(s) and in times of need assists the business in the performance of their duties.
• Ensure SSAfety standards are met by upholding training and daily operational expectations for department managers.
• Ensures that all fiscal deadlines are met to HQ.
• Provides branch administrative support in the form of answering telephones and word processing.
• Develops and analyzes trend reports, graphs and other analytical information for General Manager and other managers.
• Responsible for administering HQ Accounts Payable software, and its related transmissions and reports.
• Responsible for all major reporting including, but not limited to the Gross Sales Report, OFR, Trial Balance Reports, and Sales by Stand.
• Manage payroll and controllable profit within established guidelines. Meet payroll budget percent expectations for admin department by being strategic with coverage, on-call shifts, etc.
• Schedule appropriate staff levels in accordance with budget and business forecast.
• Promote an inclusive & supportive approach at the Unit.
• Supports unit in being an example for Company & Client guidelines with regard to Sustainability/Conservation efforts. Displays knowledge of efforts in business application as well as giving adequate opportunity for teaching to unit staff as necessary.
• Supports SSA / Unit in driving community effort through hiring efforts, engagement activities, and focus on opportunities of giving back.
• Perform other tasks as deemed necessary.

Job Requirements

• Strong interpersonal and communication skills, including the ability to articulate to our partner, General Manager and HQ personnel.
• Developed leadership skills with an understanding of the importance of team building/development, while fostering partnerships.
• Exceptional problem solving/decision making skills that are combined with the ability to be organized.
• Demonstrates financial management, merchandising, analytical, planning and leadership skills.
• Demonstrates the ability to remain flexible in a fast-paced environment.
• Computer and/or inventory system knowledge.
• Physical ability to stand and walk for extended periods and to move and handle boxes (35lbx – 50lbs or more) as necessary to operation, which entails lifting and perform all functions as set forth above.
• Ability to work varied hours/days, including nights, weekends and holidays, as needed.
• Driving company vehicle and/or golf cart within the scope of employment requires a valid driver’s license and is subject to a DMV check.
• Physical ability to stand for extended periods and to move and handle boxes (up to 35lbs) as necessary to operation, which entails lifting, and perform all functions as set forth above.
• Ability to work varied hours/days, including nights, weekends and holidays, as needed.

Previous Experience

• Five years of cash handling experience.
• Three to five years of administrative management and/or cash room experience.
• ServSafe or Food Handling Certified is a plus.
• All education backgrounds accepted, must be 18 years old or older.

This is by no means an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job description. The people department reserves the right to revise the job description or to require that other or different tasks be performed when circumstances change (i.e. Emergencies, changes in personnel, workload, rush jobs or technological developments).

Compensation And Benefits

• Full-Time, non-exempt, eligible for overtime pay.
• Paid Time Off plan: up to 144 hours based on tenure.
• Medical, Dental, Vision, Life Insurance and other voluntary benefits for you and your family; employee premiums applicable.
• Participation in a 401(k) program with a 15% company match (must be 21 years or older, eligible after one year of employment with 1,000 hours worked, available to enroll during Open Enrollment Periods).
• SSA Paid Benefit: Up to 120 hours of Paid Leave for qualifying reasons, including Parental Leave and your or your family’s serious medical conditions.
• Up to 40 hours of Paid Bereavement.
• On-Demand Pay Program: Get access to a portion of earned wages before payday.
• Meal Plan & Employee Discounts, where applicable
• Tuition Discount through Partnership College
• Holiday pay of 1.5× the regular rate is provided for hours worked on Christmas Day and Thanksgiving Day.
• Paid sick leave is provided in accordance with applicable state and local laws. Accrual rates, caps, and usage rules vary by location.

Locations include: Arizona, California, Chicago, Pittsburgh, Connecticut, Illinois, Massachusetts, Michigan, Minnesota, Missouri, New Mexico, New York, Rhode Island, Washington, D.C.. Colorado: Employees accrue 1 hour of paid sick leave for every 30 hours worked, up to 48 hours per year, under the Healthy Families and Workplaces Act (HFWA). Maryland: Employees accrue at least 1 hour of paid sick and safe leave