Administrative & Operations Supervisor

Zibiz Corporation; Hauppauge (NY); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Medical insurance

401(k) plan

Profit-sharing

Paid time off

Paid holidays

Monday-Friday daytime schedule

No travel

Stable employment

Direct interaction with management

Job summary

ZiBiz Corporation in Hauppauge, NY, is seeking an experienced Administrative & Operations Supervisor to oversee day-to-day admin and business operations, including order processing, billing, AR/AP support, and ERP transactions.

This hands-on supervisory role requires leading teams, establishing priorities, ensuring accuracy, and solving problems in a fast-paced environment. A 5+ year background in business administration or related fields is preferred.

Qualifications

• Minimum 5 years of relevant professional experience in business administration, office operations, order management, accounting administration, customer service, or related function.
• Prior experience supervising, leading, or training administrative employees; 2+ years of direct supervisory or team-lead experience strongly preferred.
• Experience with customer order processing and business transactions.
• Working knowledge of Accounts Receivable, Accounts Payable, invoicing, billing, and payment processing.
• Experience with an ERP, accounting, order-management, CRM, or similar business system.
• Strong Microsoft Excel and Microsoft Office skills.
• Excellent written and verbal business communication skills.
• Strong numerical aptitude and attention to detail.
• Demonstrated ability to research discrepancies and solve problems independently.
• Ability to manage multiple priorities and meet deadlines in a fast-paced business environment.

Responsibilities

• Supervise, coordinate, and participate in the daily activities of administrative personnel.
• Assign responsibilities, establish priorities, and monitor work for accuracy and timely completion.
• Train, coach, and support administrative employees.
• Oversee customer order entry and order processing from receipt through fulfillment.
• Coordinate with warehouse and fulfillment personnel to ensure orders are processed and shipped accurately and on time.
• Oversee administrative aspects of billing, invoicing, Accounts Receivable, Accounts Payable, payments, and credit-card processing.
• Review administrative and financial transactions for completeness and accuracy.
• Research and resolve billing, order, payment, customer, and vendor discrepancies.
• Communicate professionally with customers and vendors by telephone and email.
• Monitor customer orders and proactively address delays, discrepancies, changes, and other issues.
• Maintain accurate customer, vendor, order, and transaction information within the company's ERP system.
• Prepare reports and maintain business records and documentation.
• Develop, document, and improve administrative procedures and workflows.
• Establish controls and procedures that improve accuracy, accountability, and efficiency.
• Coordinate administrative activities across sales, purchasing, warehouse, accounting, and management.
• Assist management with operational analysis, reporting, projects, and business initiatives.
• Maintain confidentiality of company, employee, customer, and financial information.
• Perform additional administrative and operational responsibilities as required.

Skills

ERP experience

Order management

Supervisory experience

Excel / Microsoft Office

Customer service

Attention to detail

Communication skills

Financial transactions knowledge

Problem solving

Education

Bachelor's degree in Business Administration, Accounting, Finance, Management, or related field

Tools

ERP system

CRM system

Accounting software

Microsoft Excel

Job description

Job Details: Job Location: Hauppauge, NY - Hauppauge, NY, Position Type: Full Time, Salary Range: $32.50 - $40.00Hourly, Administrative & Operations Supervisor

ZiBiz Corporation - Hauppauge, NY 11788

Full-Time | On-Site | Monday-Friday | 9:00 AM-6:00 PM

$32.50 - $40.00 per hour, based on experience and qualifications

Position Overview

ZiBiz Corporation, an established technology company located in Hauppauge, NY, is seeking an experienced Administrative & Operations Supervisor to oversee and participate in the company's day-to-day administrative and business operations.

This is a hands-on supervisory position requiring an experienced professional who can manage people, establish priorities, maintain accuracy, solve problems, and ensure that administrative processes are completed properly and on schedule.

The position will oversee functions including order processing, customer and vendor communications, billing, Accounts Receivable/Accounts Payable support, data accuracy, ERP transactions, reporting, and general office administration.

The ideal candidate will have at least 5 years of relevant professional experience in business administration, office operations, order management, accounting administration, customer service, or a related function, including experience leading or supervising employees.

Key Responsibilities

• Supervise, coordinate, and participate in the daily activities of administrative personnel.
• Assign responsibilities, establish priorities, and monitor work for accuracy and timely completion.
• Train, coach, and support administrative employees.
• Oversee customer order entry and order processing from receipt through fulfillment.
• Coordinate with warehouse and fulfillment personnel to ensure orders are processed and shipped accurately and on time.
• Oversee administrative aspects of billing, invoicing, Accounts Receivable, Accounts Payable, payments, and credit-card processing.
• Review administrative and financial transactions for completeness and accuracy.
• Research and resolve billing, order, payment, customer, and vendor discrepancies.
• Communicate professionally with customers and vendors by telephone and email.
• Monitor customer orders and proactively address delays, discrepancies, changes, and other issues.
• Maintain accurate customer, vendor, order, and transaction information within the company's ERP system.
• Prepare reports and maintain business records and documentation.
• Develop, document, and improve administrative procedures and workflows.
• Establish controls and procedures that improve accuracy, accountability, and efficiency.
• Coordinate administrative activities across sales, purchasing, warehouse, accounting, and management.
• Assist management with operational analysis, reporting, projects, and business initiatives.
• Maintain confidentiality of company, employee, customer, and financial information.
• Perform additional administrative and operational responsibilities as required.

Required Qualifications

• Minimum 5 years of relevant professional experience in business administration, office operations, order management, accounting administration, customer service, or a related business function.
• Prior experience supervising, leading, or training administrative employees; 2+ years of direct supervisory or team-lead experience strongly preferred.
• Experience with customer order processing and business transactions.
• Working knowledge of Accounts Receivable, Accounts Payable, invoicing, billing, and payment processing.
• Experience working with an ERP, accounting, order-management, CRM, or similar business system.
• Strong Microsoft Excel and Microsoft Office skills.
• Excellent written and verbal business communication skills.
• Strong numerical aptitude and attention to detail.
• Demonstrated ability to research discrepancies and solve problems independently.
• Ability to manage multiple priorities and meet deadlines in a fast-paced business environment.
• Strong organizational and follow-through skills.
• Professional judgment and ability to handle confidential information.
• Bachelor's degree in Business Administration, Accounting, Finance, Management, or a related field preferred. Significant relevant professional experience may be considered in lieu of a degree.

What We’re Looking For

The successful candidate will be more than an office administrator. We are looking for someone who can take ownership of administrative operations and lead other employees.

You should be comfortable reviewing the work of others, identifying errors or process problems, establishing better procedures, communicating expectations, and following through until issues are resolved.

Experience in a B2B, technology, distribution, manufacturing, logistics, or similar business environment is highly desirable.

Compensation & Benefits

$32.50 - $40.00 per hour, depending on experience and qualifications.

Benefits

• Employer-supported medical insurance
• 401(k) plan with company matching
• Company Profit-Sharing Retirement Plan
• Paid time off
• Paid holidays
• Monday-Friday daytime schedule
• No regular travel
• Stable, long-term employment opportunity
• Meaningful responsibility and direct interaction with company management

About ZiBiz Corporation

ZiBiz Corporation is an established technology company located in Hauppauge, NY. We provide the stability of an established business together with a small-team environment where employees have meaningful responsibilities and can make a visible contribution to the company's operations.

Job Type: Full-Time
Schedule: Monday-Friday, 9:00 AM-6:00 PM
Work Location: Hauppauge, NY - In Person

Applicants must be authorized to work in the United States.