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DATE ADDED: Sat 06/10/2018

Office Services Manager

Chicago, USA


Job Description

The Office Services Manager is based onsite at a client account, manages the day-to-day onsite operation for that account, and oversees the operations for an assigned group of outsourced sites. Must be able to directly 6+ people and have strong business acumen. The Office Services Manager oversees a team providing mail room, reception and print services for our client, a major global investment bank.


Key Responsibilities Include:

  1. Supervisory Duties
  2. Scheduling
  3. Quality Control
  4. Training
  5. Communications Liaison
  6. Client Relationship
  7. Documentation


Summary of Essential Job Functions:

The responsibilities of the Operations Manager include, but are not limited to:

  1. Supervisory Duties
  • Directly responsible for daily onsite operations for multiple locations or a team o .
  • Periodic walkthroughs of all assigned Swiss Post Solutions-operated departments to inspect current service levels provided.
  • Ensures that all teams remain productive and go “above and beyond” job requirements.
  • Meets weekly with each service lead to discuss progress and service/staff issues.


  1. Scheduling
  • Manages all staff schedules and timesheet reporting.
  • Ensures that backfills and overtime costs are reduced through the implementation of staff cross-training & flexible schedules.
  • Provides updates to all staff regarding scheduling changes due to holidays, special events, and/or vacations.


  1. Quality Control
  • Monitoring of monthly reports to monitor key performance indicators, identify areas in which we can reduce costs and/or implement new service features.
  • Constant communication with client contact and end users in order to better understand changing needs and remain adaptable.


  1. Training
  • Provides one-on-one mentoring to all department leads in advanced management techniques.
  • Ensures that all new team members undergo a Swiss Post Solutions new hire orientation, one-on-one service training with their supervisor, and a meeting with the Client Manager regarding job expectations.
  • Performs quarterly performance evaluations with all department leads, and ensures that all department leads are doing the same with their staff.
  • Performs annual performance reviews with all department leads, and ensures that all department leads are doing the same with their staff.
  • Handles all disciplinary actions for the entire team through accurate and HR-compliant reporting.


  1. Communications Liaison
  • Communicates all corporate and client messages to all personnel levels on the team through weekly meetings.
  • Liaison between client and preferred service vendors.


  1. Client Relationship
  • Daily onsite support liaison between the client contact and Swiss Post Solutions.
  • Manages all client interaction and communication through monthly service review meetings.
  • Provides the client with accurate and updated information about Swiss Post Solutions.


  1. Documentation
  • Tracks performance in all departments through metrics and Key Performance Indicators.
  • Ensures that each department is equipped with a standardized operations manual that has been customized to reflect the specific procedures of each onsite operation; Each manual is to be updated on a quarterly basis.
  • Performs monthly inspections using the Site Excellence Checklist to ensure that onsite operations are compliant with Swiss Post Solutions operations requirements.
  • Accurate and complete employee records maintained both onsite and at the Swiss Post Solutions’ corporate HR headquarters.


Swiss Post Solutions provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

Company Description
Swiss Post Solutions (SPS) is a global outsourcing organization that offers both business and document processing services. Our clients are Fortune 500 companies in sectors such as advertising, investment banking, corporate, fashion, finance, law and other professional services Swiss Post Solutions operates in more than 15 countries worldwide providing specialized support functions in areas such as Administrative, Information Technology, Mailroom, Document Production, and other Guest Services. SPS is committed to delivering high caliber outsourcing experience to our clients and offering our employees challenging and exciting career opportunities throughout the North America region and globally. SPS is committed to investing in the professional development of our employees and offers competitive comprehensive benefits and diverse development training programs that leads to building careers.

Role: Office Services Manager
Job Type:
Location: Chicago,

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