Operations & Admin Supervisor (On-Site)

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

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.