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Administrative Operations Manager

Who are we:

Position Title: Administrative Operations Manager

Reports to: General Manager and Assistant General Manager (where applicable)

Responsibilities 

• Live out 452 Hospitality by delivering warm, welcoming, and memorable experiences for every guest and client. 
• Ensure your department’s team is set with the operation in mind: hire & recruit for new talent, integrate new team members, supervise assigned personnel, evaluate performance, develop, coach, issue documentation, and manage employee exits. 
• Contact vendors to reconcile invoice discrepancies, shortages, over shipments or to arrange for emergency shipments or requisitions. 
• Ensures new employee orientation process within guidelines of HQ and Client is administered through partnership with Management team or owning directly through Admin department.
• Responsible for communicating proper documentation on discrepancies to office & management team regarding employee accountabilities. 
• Communicates quickly and effectively with SSA HQ Team, Director of Audits and Controls, Office Team, Client and Management Team onsite. 
• Is an integral part of the operational team and assists in motivating staff and cultivating a team focus. 
• Develop cash training programs to train, motivate, and mentor employees as necessary to business.
• Remain knowledgeable and on the foresight of and managing in accordance with applicable local, state and federal laws.Communicates and updates to management team at Unit. 
• Maintain a clean, safe and organized work environment. 
• Uphold and demonstrate a complete understanding of company policies and procedures.
• Develop and implement storage systems, policies and procedures to ensure maximum use and efficiency of space and storage areas in warehousing operations. 
• Ensures all HQ reporting and daily cash office operations are overseen and met by Admin team. 
• In the absence of Operational Manager(s) and in times of need assists the business in the performance of their duties.  
• Ensure SSAfety standards are met by upholding training and daily operational expectations for department managers. 
• Ensures that all fiscal deadlines are met to HQ. 
• Provides branch administrative support in the form of answering telephones and word processing. 
• Develops and analyzes trend reports, graphs and other analytical information for General Manager and other managers. 
• Responsible for administering HQ Accounts Payable software, and its related transmissions and reports. 
• Responsible for all major reporting including, but not limited to the Gross Sales Report, OFR, Trial Balance Reports, and Sales by Stand. 
• Manage payroll and controllable profit within established guidelines.  Meet payroll budget percent expectations for admin department by being strategic with coverage, on-call shifts, etc.  
• Schedule appropriate staff levels in accordance with budget and business forecast. 
• Promote an inclusive & supportive approach at the Unit. 
• Supports unit in being an example for Company & Client guidelines with regard to Sustainability/Conservation efforts. Displays knowledge of efforts in business application as well as giving adequate opportunity for teaching to unit staff as necessary. 
• Supports SSA / Unit in driving community effort through hiring efforts, engagement activities, and focus on opportunities of giving back. 
• Perform other tasks as deemed necessary. 

Job Requirements 

• Strong interpersonal and communication skills, including the ability to articulate to our partner, General Manager and HQ personnel. 
• Developed leadership skills with an understanding of the importance of team building/development, while fostering partnerships. 
• Exceptional problem solving/decision making skills that are combined with the ability to be organized. 
• Demonstrates financial management, merchandising, analytical, planning and leadership skills. 
• Demonstrates the ability to remain flexible in a fast-paced environment. 
• Computer and/or inventory system knowledge. 
• Physical ability to stand and walk for extended periods and to move and handle boxes (35lbx – 50lbs or more) as necessary to operation, which entails lifting and perform all functions as set forth above. 
• Ability to work varied hours/days, including nights, weekends and holidays, as needed. 
• Driving company vehicle and/or golf cart within the scope of employment requires a valid driver’s license and is subject to a DMV check. 
• Physical ability to stand for extended periods and to move and handle boxes (up to 35lbs) as necessary to operation, which entails lifting, and perform all functions as set forth above. 
• Ability to work varied hours/days, including nights, weekends and holidays, as needed. 

Previous Experience 

• Five years of cash handling experience. 
• Three to five years of administrative management and/or cash room experience.
• ServSafe or Food Handling Certified is a plus. 
• All education backgrounds accepted, must be 18 years old or older. 

This is by no means an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job description. The people department reserves the right to revise the job description or to require that other or different tasks be performed when circumstances change (i.e. Emergencies, changes in personnel, workload, rush jobs or technological developments)