Manager, Office Administrator Jobs

Position Title: Manager, Office Administrator

Department: Distribution Center

Location: On-Site

Key Relationships: Reports to: Associate Director, Distribution Center

Direct Reports: None

Assignment Type: Full-time

Compensation: $68,300 - $79,900

Benefits: Click here to learn more about our benefits!

About Americares:

Americares is a health-focused relief and development organization that saves lives and improves health for people affected by poverty or disaster. Each year, Americares reaches 85 countries on average, including the United States, with life-changing health programs, medicine, medical supplies, and emergency aid. Americares is one of the world’s leading nonprofit providers of donated medicine and medical supplies. For more information, visit americares.org.

About the position:

The Manager, Office Administrator will assist the Distribution Center (DC) management team in maintaining efficient performance of all departments within the Distribution Center by providing administrative leadership.

Key Outcomes:

In the first 90 days, the Manager of DC Office Administration will learn about the administrative activities that support the Stamford distribution center operations and establish relationships within central office functional areas with which you’ll interact (e.g. People & Talent, IT, Finance, Facilities, Procurement). You will understand the breadth of vendors with which the DC works and begin to establish relationships with some, as assigned by DC management. You will learn to use multiple systems required to fulfill responsibilities (Financial Edge, ERPx, UKG, etc.) You will assist in editing documents such as policies, procedures, and other work documents. You will assume full responsibility for some administrative activities, with guidance from DC management.

In the first 6 months, the Manager of DC Office Administration will continue to expand responsibility for administrative activities and relationships to ensure smooth daily operations. They will work autonomously in relevant systems and continue to learn expanded functionality.

In the first year, the Manager of DC Office Administration will be working fully independently in the current and new systems (UKG, FE, ERPx, HELM Gladiator, etc.). You will have assumed full responsibility for most DC administrative activities (as identified by DC management) and lead efforts to continuously improve processes to streamline day-to-day operations, DC performance and stakeholder satisfaction.

Duties and Responsibilities:

• Manage invoice submission process to ensure timely approvals and entry into /ERPx

• Ensure all payroll timesheets are accurate and submitted on time; collaborate with P&T to roll out new initiatives, research and resolve issues.

• Create agendas and take notes for DC staff meetings, such as the “Tuesday at Ten” meeting

• Collaborate with Sr. Manager, Ops Compliance to ensure SOPs are reviewed and approved by team members in a timely manner. Support DC management to edit policies, procedures and work documents.

• Coordinate stakeholder engagement activities in the distribution center, including kitting and other donor events, tours and social activities.

• Main point of contact and coordinator for all MarComms and media requests

• Coordinate, assist in, and track training activities as requested by DC management.

• Manage small projects and volunteer activities.

• Administrative activities, including Scanning and filing paperwork, scheduling deliveries, ordering supplies.

• Onboard New Hires

• Be the first point of contact for visitors when needed, including answering phones and managing the front door of the DC.

• Other duties as assigned

We’d love to hear from you if…

• You have demonstrated experience in an administrative role, preferably in a warehouse setting

• You have language in at least one of our core languages: Spanish, Tagalog, Hindi, Kiswahili, Haitian Creole (this would be a plus, but is not a requirement)

• You have US work authorization (required)

• You pay attention to details, are organized and work well juggling many activities.

• You are focused on customer service and collaboration, with both internal and external stakeholders.

• You have a continuous improvement mindset.

Additionally, our core competencies as an organization are:

• Ownership and results

• Communication

• Problem solving

• Equity and inclusion

• Teamwork and conflict resolution

• Leadership

• Prioritization

• Management

• Strategy and planning

• Decision making

We know not all applicants will demonstrate all the competencies we’re looking for. We encourage you to apply even if you do not check all the boxes above, and we look forward to reviewing your application holistically.

What you can expect:

• Interview with People and Talent (45 minutes)

• Video interview with team (45 minutes)

• Video interview with Hiring Managers (45 minutes)

• References

• Offer and background check

As a global health organization, we are committed to ensuring a safe environment for our staff, partners, and visitors. All Americares staff and visitors who are on-site at any of our locations or will be traveling for work are required to be fully vaccinated (which includes a booster, when eligible) against COVID-19 unless an exemption required by law is applicable.

Americares is currently authorized to support remote work employees in the following locations: Alabama, Arizona, Colorado, Connecticut, DC, Delaware, Florida, Georgia, Hawaii, Illinois, Indiana, Kansas, Kentucky, Louisiana, Massachusetts, Maryland, Minnesota, Mississippi, Missouri, Nevada, New Jersey, New Mexico, New York, North Carolina, Ohio, Oklahoma, Oregon, Pennsylvania, Puerto Rico, South Carolina, Tennessee, Texas, Virginia, and Washington. #LI-REMOTE

Americares is an equal opportunity employer. We do not discriminate on the basis of race, religion, color, sex, sexual orientation, gender expression, pregnancy or pregnancy-related condition, age, national origin, ancestry, physical or mental disability, genetic information, marital status, veteran status, or any other characteristic protected by law.

To request disability accommodation to participate in the job application or interview process, please contact us at [email protected].