The Administrative Supervisor oversees and supports the daily administrative operations of the NorCal office. This position directly supervises two Administrative Assistants, ensuring accuracy and efficiency in invoicing, driver dispatch, document processing, and office supply/budget management. The Administrative Supervisor serves as the main point of contact for the SoCal office, coordinates the morning invoicing process, and provides leadership, training, and support to the administrative team.
Job duties include but are not limited to:
Directly supervise and provide guidance to two Administrative Assistants.
Assign daily tasks, monitor performance, and ensure accurate completion of invoicing and document processing.
Train new and existing administrative staff on procedures, workflow, and best practices.
Serve as the primary liaison between the NorCal office and SoCal accounting team for administrative processes.
Facilitate the morning process ensuring all paperwork and folders are complete and accurate.
Retrieve and distribute loading sheets, review for missing information (weights, pricing, etc.), and coordinate corrections as needed.
Print and organize paperwork (invoices, certificates, new loading sheets, etc.) and ensure timely distribution.
Communicate with warehouse, drivers, and sales team to resolve questions or discrepancies.
Ensure accurate and timely data entry, invoicing, and scanning of documents to proper departments.
Manage office supplies: track usage, anticipate needs, place and expedite orders, and verify deliveries.
Develop and implement administrative systems, procedures, and reporting methods to improve efficiency.
Maintain strong communication across departments, including sales, logistics, and warehouse teams.
Act as the first point of escalation for administrative or invoicing concerns before elevating to upper management.
Ensure both Administrative Assistants are cross trained to support all aspects of the morning and invoicing processes.
Provide support in other areas as needed.
Job Requirements
Minimum 2 years of supervisory or team lead experience, preferably in an administrative or logistics environment.
Strong organizational skills and attention to detail in a fast-paced environment.
Excellent written and verbal communication skills; bilingual (English/Spanish) preferred.
Proficiency in MS Office (Excel, Word, Outlook); experience with ERP or invoicing systems is a plus.
Ability to manage multiple priorities, delegate effectively, and follow through on tasks.
Commitment to maintaining a clean, professional, and welcoming office environment for employees and visitors.
Setting expectations for workspace organization, individual appearance, dress code, and professional behavior among employees and visitors.
Physical Requirements
Must be able to lift to 40 lbs.
Ability to sit, stand, and walk for extended periods in an office/warehouse environment.