Office Supervisor

Benefits

• Bonus based on performance
• Company parties
• Health insurance
• Training & development
• Tuition assistance
• Competitive salary
• Opportunity for advancement
• Paid time off
• Paid Training
• Careers Advancement Opportunities
• Competitive Compensation
• Year-Round Work
• This role offers hands-on experience with AI and office management, plus the opportunity to grow into leadership positions within our company.

“Join our team as an Office Supervisor and play a key role in supporting leadership, streamlining operations, and driving innovation with AI/ChatGPT, all while advancing your career in a fast-growing company.”

• Executive & Team Support: Assist the Owner-Team, with scheduling, correspondence, and confidential projects.
• Sales & Admin Support: Help prepare bids, contracts, and letters, and manage office operations.
• AI & Tech Innovation: Use and help implement AI/ChatGPT to improve office efficiency.
• Office Management & Bookkeeping: Track inventory, monitor office equipment, and assist with bookkeeping tasks.

All assignments to the secretary/administrative assistant from Department Managers and sales staff need to be approved by the General Manager to ensure equitable and effective distribution and use of his/her time. Job-related contact can occur with all demographic groups, with the majority of contacts being with company customers and employees. Representative duties include:

• Performing secretarial functions in support of the Owner-Team, General Manager and Department Managers, including preparation of tailored and confidential correspondence; answering and directing calls; appointments, schedules and calendars; mail distribution; filing; preparation of promotional material all while implementing AI / ChatGPT into office and organization.
• Working and Developing AI - ChatGPT knowledge a bonus
• Bookkeeping Skills a bonus
• Performing general clerical and administrative assistance functions in support of the sales staff, to include preparing letters, bids, contracts, general typing and word-processing, etc.
• Assisting in the preparation for corporate or corporate-sponsored business meetings.
• Performing related administrative duties as directed by the General Manager.
• Monitoring the fax, copying and video machines to ensure smooth functioning, and acting as liaison for repair of the above-mentioned machines.
• Monitoring and keeping inventory on office supplies including, pens, papers, computer auxiliaries, and all related parts and auxiliaries for fax, copying and video machines. Providing the General Manager with weekly inventory reports on office supplies so they can be reordered promptly.
• Reviewing and Making bookkeeping adjustments and data input
• Acting as backup for the Receptionist.

• High school diploma.
• Bookkeeping Experience
• Experience and the physical ability to perform all modern business office clerical roles, including mail distribution.
• ChatGPT knowledge a bonus
• Demonstrated ability to quickly learn new software and technology, with proficiency in Microsoft Office, Adobe Photoshop, SAP, and social media platforms.
• Ability to operate all current administrative office machines including, a word-processor, computer, typewriter, copying machine, fax machine, calculator, phone operator instrument, printer, base radio, etc.
• Excellent interpersonal and verbal communication skills, including advanced customer service skills on the phone and in person in order to project a professional and efficient image for (company name).
• Excellent proofreading, spelling, grammar, arithmetic and business writing skills.
• Ability to work under time and backlog pressure for extended periods of time.
• Ability to handle multiple tasks efficiently.