Assistant Supervisor, Office Support

zenithamerican; Bothell (WA); On-site; USD 45,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

Dental coverage

401(k) with company match

Paid time off

Growth opportunities

Job summary

Zenith American Solutions is seeking a dedicated office lead to oversee daily staff, assign workloads, and ensure quality and adherence to policies across the department.

You will train staff, monitor performance, manage mail flows, support reception, and coordinate with facilities to improve procedures and service delivery. This role requires reliability, strong communication, and the ability to adapt in a fast-paced environment.

Qualifications

• High school diploma or GED.
• Two (2) years of experience in an office support capacity.
• Recent Lead experience.
• Ability to train, coach, and motivate staff.
• Excellent verbal and written communication skills, including interpersonal skills.
• Strong decision-making and organizational skills, with the ability to optimize resources.
• Working knowledge of basic office equipment.
• Computer proficiency, including Microsoft Office tools and applications.
• Must be available to work a flexible schedule, including occasional extended hours.
• Ability to consistently meet attendance and punctuality guidelines.
• Ability to work effectively in a fast-paced environment.

Responsibilities

• Provide daily oversight to assigned staff consistent with Zenith values and mission.
• Assign, distribute and monitor quality and quantity of work produced, ensuring accountability.
• Train staff on departmental tasks, procedures and processes as needed.
• Monitor and manage team performance, up to timekeeping, service, and adherence to policies.
• Manage incoming mail, ensure proper scanning, logging and delivery to the right department.
• Oversee outgoing mail and ensure correct postage and regular dispatch.
• Manage reception desk and provide coverage; ensure calls and visitors are addressed timely.
• Identify areas of organizational improvement and update procedures as needed.
• Produce postage and client bill back reporting.
• Provide office access to employees and manage access control.
• Ensure invoices are submitted and approved timely.
• Coordinate storage requests and liaise with property management.
• Coordinate with mail courier on anomalies with USPS.
• Manage inventory of supplies and office materials.
• Support staff with equipment needs and maintenance scheduling.
• Manage USPS EPS account and postage funds.
• Perform other duties as required.

Skills

Lead experience

Staff training

Time management

Microsoft Office

Verbal & written communication

Team player

Decision making

Organizational skills

Office equipment familiarity

Education

High school diploma or GED

Tools

Microsoft Office

Office equipment

Job description

Key Duties and Responsibilities

• Provide daily oversight to assigned staff consistent with Zenith values and mission.
• Assign, distribute and monitor quality and quantity of work produced, insuring employees are held accountable for consistently meeting quality and production requirements.
• Train staff on departmental tasks, procedures and processes as needed.
• Monitor and manage team performance, up to and including timekeeping, service, and adherence to company policies and procedures
• Manage incoming mail, ensuring mail is properly scanned, logged and delivered to the right department; and checks are secured until delivery
• Oversee outgoing mail, ensuring proper postage is charged to correct client and all mail is dispatched regularly.
• Manage reception desk and provide coverage as needed; ensure calls and visitors are addressed timely, professionally and tracked properly
• Identify areas of organizational improvement which may include creating new procedures and/or updating current procedures
• Produce postage and client bill back reporting
• Provide office access to employees (allowing/removing access)
• Ensure invoices received are submitted and approved timely
• Coordinate storage requests
• Coordinate with property management and building maintenance
• Coordinate with mail courier on anomalies with USPS (missent mail, etc.)
• Manage inventory of supplies, including stationery, envelopes, letterhead, kitchen, break rooms, SPDs, forms, packets, large volume mailings, etc.)
• Support staff with equipment needs; manage maintenance scheduling for copier/printer, etc.
• Manage USPS EPS account, including postage funds for all permits and PO Boxes, direct deposit funds, etc.
• Perform other duties, as required.

Minimum Qualifications

• High school diploma or GED.
• Two (2) years of experience working in an office support capacity.
• Recent Lead experience.
• Ability to train, coach, and motivate staff.
• Exceptional team player with the confidence and integrity to earn client and internal team confidence quickly.
• Excellent verbal and written communication skills, including interpersonal skills.
• Strong decision-making and organizational skills, with the ability to optimize the use of all available resources and deliver on multiple priorities.
• Working knowledge of basic office equipment.
• Computer proficiency, including Microsoft Office tools and applications.
• Must be available to work a flexible schedule, including occasional extended hours, as workload and business needs require.
• Ability to consistently meet established attendance and punctuality guidelines.
• Must be able to work effectively in a fast-paced environment that may be subject to interruptions.

Preferred Qualifications

• Understanding of third-party administration operations.
• Experience in customer service.

*Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee of this job. Duties, responsibilities and activities may change at any time with or without notice.

Working Conditions/Physical Effort

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to maneuver and lift up to 60 pounds regularly.
• Must be able to sit, stand, bend, kneel, and move about frequently.

Disability Accommodation

Consistent with the Americans with Disabilities Act (ADA) and other applicable federal and state law, it is the policy of Zenith American Solutions to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Recruiting Department at [e-mail], and we would be happy to assist you.

Zenith American Solutions

Real People. Real Solutions. National Reach. Local Expertise.

We are currently looking for a dedicated, energetic employee with the necessary skills, initiative, and personality, along with the desire to get the most out of their working life, to help us be our best every day.

Zenith American Solutions is the largest independent Third Party Administrator in the United States and currently operates over 44 offices nationwide. The original entity of Zenith American has been in business since 1944. Our company was formed as the result of a merger between Zenith Administrators and American Benefit Plan Administrators in 2011. By combining resources, best practices and scale, the new organization is even stronger and better than before.

We believe the best way to realize our better systems for better service philosophy is to hire the best employees. We're always looking for talented individuals who share our dedication to high-quality work, exceptional service and mutual respect. If you're interested in working in an environment where people - employees and clients - really matter, consider bringing your talents to Zenith American!

We realize the importance a comprehensive benefits program to our employees and their families. As part of our total compensation package, we offer an array of benefits including health, vision, and dental coverage, a retirement savings 401(k) plan with company match, paid time off (PTO), great opportunities for growth, and much, much more!