Office Services Manager

Job Description

Position summary

The Office Services Manager is an operations leader who will communicate a vision for how Williams Lea best serves our clients across single or multiple service offerings, and who empowers and enables their team to bring that vision to life.  The role focuses on executing service delivery, delivering operational excellence, implementing optimized cost to serve models, applying continuous improvement initiatives, and team growth and development.

Job duties

(* denotes an “essential function”)

• *Oversee contracted operation(s) to ensure needs of the contract and client are met while addressing needs of employees

• *People Leadership – develop a highly functioning client team

  • *Responsible for full employee lifecycle of direct and indirect reports including, but not limited to interviewing and hiring; onboarding and induction; on-the-job training; professional learning, development, and growth; performance management including reviews and goal setting; talent management including succession planning for key roles; off-boarding management

  • *Ensure direct and indirect reports understand and are compliant with company and client policies, service level agreements (SLAs) and expected quality of work, utilizing corrective action when necessary

  • *Engage in regular and consistent communication with employees, hold regular team meetings and individual (1:1) meetings to ensure open lines of communication for company and client information, as well as to discuss clear expectations, performance and progress against goals and development

  • *Foster cross-training and a sense of team work to optimize client service delivery

• Operational Leadership – ensure account meet or exceed client expectations

  • *Establish, execute, and sustain quality service delivery through standard operating procedures, account planning, and achieving agreed-upon metrics and goals to ensure client satisfaction and exceptional employee performance

  • *Ensure Engage is implemented and utilized by team according to best practices

  • *Understand how Engage operates, the data it requires and generates. 

  • *Utilize Engage output for client reporting at an expert level and use data to manage team, workflow, quality and individual performance

  • *Drive continuous improvement; keep client and manager informed of significant and potential issues, and communicate proposed solutions or processes that will avoid future or other potential issues; timely resolve issues escalated by the client

  • *Manage staffing and workflow volumes; use workflow management system to justify headcount based on work volumes and allocate staffing resources by shift or service line accordingly

• Financial and Contractual Management

  • *Review monthly P&L and submit necessary changes to financial analyst

  • *Review all labor allocations; manage over-time and time-off to avoid non-billable charges 

  • *Create and distribute monthly invoice, ensuring it meets contractual requirements 

  • *Participate in the budget process; ensure all operational processes are managed to timeline and budget

• Customer & Account Leadership  

  • *Manage relationships with clients by ensuring a high level of customer satisfaction 

  • *Create and present monthly Client Service Review (CSR); reflect on data presented and be prepared to discuss ideas for process improvement and benefits to the client to support informed decision-making

  • *Solicit feedback from clients (client outreach) regularly 

  • *Educate clients on Williams Lea services already provided and those available through strong sense of the client’s business and the impact our services may have on their success

  • *Identify opportunities for account growth, new services, resolutions to client challenges through communication with clients/end-users – escalate opportunities to manager

• Other 

  • Participate or lead due diligence, implementation (people, process, technology) for new business within own client account(s); participate on other or new client accounts

  • Adhere to Williams Lea policies in addition to client site policies

Statement of other duties

This document describes the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. 

Working conditions

• Work is performed in a professional work environment.

• Adhere to business/client dress codes.

• Hazards include working with office machines (computers, peripherals, copiers, faxes, scanners, bindery equipment, paper cutters, paper, toner) and cleaning supplies.

Qualifications

Job qualifications

• A Bachelor’s degree or equivalent experience is required
• Over 5 years’ experience and a proven track record of being a recognized leader and manager of people in a customer service intensive environment
• Demonstrated record implementing solutions that have resolved poor client, service or contract performance or difficult situations, or have improved or sustained satisfactory contract performance
• Excellent client service skills with a service-minded approach toward the client
• Proven experience in the delivery and management of complex or multi-service solutions for clients 
• Minimum of two years of successful financial management; general understanding of how day-to-day and strategic decisions that impact P&L
• Able to make independent financial decisions for scope of responsibility
• Minimum of two years people management experience supporting employee lifecycle from onboarding to offboarding; use of manager self-service systems and experience with centralized HR functions
• Able to foster a team culture of high performance and continuous improvement that values learning and a commitment to quality, with an emphasis on client satisfaction
• Attention to detail with demonstrated organizational skills
• Must be able to meet deadlines and complete all projects in a timely manner
• Able to handle sensitive and/or confidential documents and information
• Able to make independent decisions that conform to business needs and policy
• Must be able to interact effectively with multi-functional and diverse backgrounds
• Able to work in a fast-paced environment
• Must be self-motivated with positive can-do attitude
• Intermediate to expert level Microsoft Office skillset

Additional Information

RRD's current salary rate for this role is $68,500 / year. The salary range may be adjusted based on the applicable geographic location of the hired employee, and the range may change in the future. At RRD, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions may vary based upon, but not limited to education, skills, experience, proficiency, performance, shift and location. Depending on the role, in addition to base salary, the total compensation package may also include participation in a bonus, commission or incentive program. 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.

Shift: M-F, 8:00am to 5:00pm

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RRD is an Equal Opportunity Employer, including disability/veterans

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.

Compensation: N/A to 68500 (USD) (YEARLY)