Office Support Manager

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OtherSupport Manager

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Quick Summary

Key Responsibilities

Day-to-day office operations; issue escalation; triage support. This is a fully on-site position, splitting time between two office locations: 2525 Bardstown Rd Suite 102 Louisville,

Technical Tools

OtherSupport Manager

Responsibilities

~1 min read

Maintain a safe, clean, comfortable and respectful work environment
Maintain functionality of office equipment
Monitor and manage general office supplies
Handle all incoming mail and address or distribute accordingly for the office
Monitor commission checks and expenses for the office (see Accounting)
Schedule and manage vendor visits
Coordinate on-site training sessions with training team
Manage multiple calendars which includes a high volume of vendor meeting scheduling, coordinating and confirmation, vacation schedules/coverage, events and milestones, etc.
Daily opening/closing, general operations, and management of the office where applicable
Monitor general office email box and manage leads/requests.
Office Bills: scan, send and obtain approval from Director for rent statements, Fed Ex, and other office bills.
Building Management: communicate with building management regarding facility issues, repairs, etc.
Deliveries: ship documents and packages for advisors and distribute incoming mail and packages
Office Vendors: schedule service calls for office vendors such as LDI, Pitney Bowes, shredding, and e-waste.
Technical Support: assist with issues regarding the computers and phone before escalating to the PCHelp & Telecom departments

Ensure a sense of community (see Office Culture)
Provide overall triage support or guide and direct IC to appropriate departments
Ensure proper communication of and adherence to GTC policy and processe

Log all checks with advisors DK # / or invoice #.
Identify correct advisor with commission payment through email blasts to offices
Send Weekly FEDEX into HQ with logged checks
Log all FEDEX bills with advisor branch # and send to Accounts Payable
Assist Advisors with NMI
Manage vendor receivables

Coordinate client events
Organize charity drives
Decorate office for holidays
Organize office events and meetings
Sending out emails for all holidays in keeping with Company Culture of Diversity, Equity & Inclusion

Requirements

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Bachelor’s degree or equivalent experience preferred
2+ years of experience in an office support management role
Excellent customer service skills
Excellent verbal and written communication skills with strong interpersonal communication skills in all modes of communications, whether by phone, email, or in person
Proficient in use of Microsoft Office Suite to include MS Word, MS Excel, MS PowerPoint and MS Outlook
Familiarity and experience with GDS strongly recommended, but not required; willingness and dedication to become GDS proficient
Fundamental knowledge of the travel industry and all tools necessary to fully support the staff and Advisors
Accounting back-office knowledge a plus
Strong team player, organizational skills, self-motivated, driven, and flexible
Ability to think ahead, anticipate problems and risks
Ability to work independently, follow through and complete tasks
Work effectively in a fast-paced environment
Ability to multi-task to ensure that every matter assigned is addressed timely and appropriately, always meeting deadlines

What We Offer

~2 min read

Our benefit offerings include choice of two medical plans and two dental plans, vision insurance, flexible spending accounts (FSAs), company-paid life insurance and AD&D, optional additional life insurance and AD&D, disability insurance, paid parental leave, paid time off, 401k Plan with company match, discounted employee travel options, access to LinkedIn Learning webinars and courses. Discounted pet insurance and auto, home, & renters insurance.

The salary range on this job posting/advertising has been developed to give applicants a wide range to comply with pay transparency laws in all states and geographical areas. Many factors, such as years of experience, geographical location, budget etc. are considered when determining the starting rate of pay. The salary range posted represents the pay range for U.S. candidates. If the job posting indicates that the role is available for international candidate consideration, the salary range will be based on the local market for the country where the candidate would be working.

This role may be eligible for an incentive, commission, bonus, or a discretionary bonus program based on the company’s financial goal achievement and individual performance.

Internova Travel Group is an Equal Opportunity Employer. We make employment decisions without regard to age, race, religion, national origin, gender, disability, veteran status, genetic information, sexual orientation and gender identity or any other protected class.

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