Office Services Supervisor

RRD Company; New York, Northern (NY, KY); On-site; USD 53,000 - 77,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with company match

Paid time off

Life insurance

Parental leave

Job summary

Williams Lea by RRD in New York, NY is seeking an Office Service Supervisor to lead a day-to-day team, manage operations and serve clients on the 1st shift. The role emphasizes service excellence, efficiency, and strong oversight of administrative tasks.

The successful candidate will monitor timekeeping, coordinate workflow, and develop staff, while ensuring policy adherence and high-quality reprographics and mailroom support for legal and financial services clients.

Qualifications

• Bachelor’s degree or equivalent experience.
• 3+ years in a customer service environment; legal or financial services preferred.
• 3+ years in office support including admin, facilities, hospitality, reception, reprographics and mailroom.
• Understanding of USPS regulations.
• Understanding of reprographics equipment and usage.
• Intermediate Microsoft Word and Excel skills.
• Basic Microsoft PowerPoint skills.
• Prior experience managing vendors preferred.
• Basic P&L understanding a plus.
• Demonstrated ability prioritizing competing priorities under tight deadlines.
• Proven customer service skills are required to create and maintain customer relationships.
• Good written and verbal communication skills; professional telephone and email etiquette.
• Attention to detail with strong organizational skills.
• Ability to meet deadlines and handle confidential documents.
• Able to make independent decisions aligning with business needs and policy.
• Good problem-solving skills; know when to elevate to management.
• Must work well in a team environment.
• Interact effectively with multi-functional and diverse backgrounds.
• Able to thrive in a fast-paced environment.
• Self-motivated with a positive can-do attitude.

Responsibilities

• Provide outstanding service to client and build strong relationships.
• Manage time and absence for direct reports; ensure timekeeping accuracy.
• Create an environment conducive to service expansions and new business opportunities.
• Maximize profitability through efficient use of labor and resources.
• Resolve operational problems or issues promptly.
• Produce required reports on schedule.
• Coordinate workflow within the team; delegate duties to associates.
• Balance daily work with projects, mail volume, reprographics and vendor management.
• Monitor workflow to meet deadlines.
• Train new employees on policies and procedures.
• Address performance issues and develop plans with manager.
• Escalate client or team concerns to management as needed.
• Adhere to Williams Lea policies and client site rules.
• Use equipment and supplies cost-effectively.
• Perform other duties as assigned.

Skills

Customer service

Time management

Communication

Problem solving

Teamwork

Vendor management

Prioritize tasks

Microsoft Office

Reprographics

USPS regulations

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Williams Lea by RRD is a global business support services company with a strong legacy—over 200 years of experience delivering world-class business solutions. We specialize in delivering skilled administrative support, document production, presentation design, and marketing and communications services to leading companies around the world—especially within legal, financial, and professional services industries.

We’re a people-powered organization. With a presence in North America, the UK, Europe, and Asia Pacific, we have thousands of employees globally, all working together to help our clients operate more efficiently and effectively. Whether it’s supporting law firms with critical document production or helping financial institutions manage high-volume print and digital communications, we’re the behind-the-scenes team making everything run smoothly

Job Description

The Office Service Supervisor is an independent leader, helping manage the day-to-day people, operations and client.

1st Shift

Job duties

(* denotes an “essential function”)

• *Ensure team provides outstanding service to client, while building strong customer relationships
• *Conduct time and absence for direct reports, including ensuring system accuracy and compliance with timekeeping policies and procedures
• *Create an environment conducive to service expansions and new business opportunities
• *Maximize profitability through the effective utilization of labor and resources
• *Immediately resolve any operational problems or issues
• *Produce required reports on schedule
• *Coordinate workflow within the team, prioritizing jobs and delegating duties to associates
• *Balance team’s day-to-day work assignments with projects and ad hoc requests related to mail volume, reprographics requests, conference room set up, and vendor management
• *Monitor workflow to ensure jobs are completed efficiently, accurately and within deadlines
• *Train new employees on policies and procedures
• *Address performance issues among team members
• *Work with manager to create development plans and challenging assignments for team members
• *Escalate to manager client or team concerns to proactively resolve issues
• Adhere to Williams Lea policies in addition to client site policies
• Use equipment and supplies in a cost-efficient manner
• Other duties as assigned

Qualifications

• Bachelor’s degree or equivalent experience
• 3 or more years’ proven experience in a customer service environment, legal or financial services industries preferred
• 3 or more years’ experience in office support including a combination of administrative, facilities, hospitality, reception, reprographics and mailroom
• Understanding of USPS regulations
• Understanding of reprographics equipment and usage
• Intermediate Microsoft Office Word and Excel skills
• Basic Microsoft PowerPoint skills
• Prior experience managing vendors preferred
• Basic P&L understanding a plus
• Demonstrated experience prioritizing competing priorities under tight deadlines
• Proven customer service skills are required in order to create, maintain and enhance customer relationships.
• Good written and verbal communication skills, including professional telephone and email etiquette.
• Attention to detail with good organizational skills.
• Must be able to meet deadlines and complete all projects in a timely manner.
• Ability to handle sensitive and/or confidential documents and information.
• Able to make independent decisions that conform to business needs and policy.
• Good problem-solving skills, with the ability and understanding of when to elevate a problem to a managerial level.
• Must work well in a team environment.
• Must be able to interact effectively with multi-functional and diverse backgrounds.
• Ability to work in a fast-paced environment.
• Must be self-motivated with positive can-do attitude.

Additional Information

The salary range for this role at the noted RRD location is $52,500-76,500. Starting pay decisions are determined based on multiple factors including but not limited to relevant education, qualifications, skills, experience, certifications, proficiency, performance, shift, location, and other business needs. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include overtime, shift differential, call-in, and/or stand-by pay. RRD’s benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts.

At RRD, we value innovation, authenticity, and integrity. To uphold the security and fairness of our hiring process, we ask that candidates refrain from using AI tools during interviews to ensure an authentic and secure experience. We appreciate your cooperation as we work to maintain a transparent and equitable hiring process.

All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.