Assistant Supervisor, Office Support

Zenith American Solutions, Inc.; Bothell (WA); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Health, vision, and dental coverage

Retirement savings 401(k) plan with company match

Paid time off (PTO)

Opportunities for growth

Job summary

Zenith American Solutions, Inc. in Bothell, Washington is seeking an experienced Office Supervisor to provide oversight and support to staff while ensuring office operations run smoothly. The ideal candidate should have a high school diploma, two years of relevant office experience, and strong leadership skills.

This role includes managing inventory, overseeing mail operations, and training staff. Benefits include health coverage, retirement savings, and opportunities for growth.

Qualifications

• Two years of experience in an office support role.
• Ability to manage team performance and provide training.
• Strong decision-making skills and ability to manage multiple priorities.

Responsibilities

• Oversee daily operations of assigned staff.
• Train and monitor staff performance.
• Manage office inventory and supplies.

Skills

Office support experience

Staff training and coaching

Excellent communication skills

Organizational skills

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Key Duties and Responsibilities

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

Minimum 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.
• 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.

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].

Benefits

• Health, vision, and dental coverage.
• Retirement savings 401(k) plan with company match.
• Paid time off (PTO).
• Opportunities for growth.