Manager of Operations Support

Job DescriptionJob Description

Benefits

• 11 Paid Holidays
• 401(k)
• 401(k) matching
• AD&D insurance
• Dental insurance
• insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Paid training
• Referral program
• Vision insurance

Job type

• Full-time.

Location

• This is a hybrid opportunity that requires the applicant to live within 50 driving miles of 7285 Parsons Dr, Dimondale, MI 48821.

Number of openings for this position

• Ongoing need to fill this role.

Job SummaryThe Manager of Operations Support plays a critical role in ensuring client expectations, compliance, and objectives are met in an organized manner with preservation of appropriate records and documentation. This role requires demonstrated skills in analysis and problem assessment, organizing priorities, sound judgment, critical thinking to ensure successful management in all areas of the contract. Develop and counsel subordinates to achieve quality performance, providing ongoing training when necessary; manages the activities involved within the Mailroom department. Alert upper management of the discovery of all Federal and/or State regulation violations. Correct issues accordingly. This role follows and oversees administrative functions, clearly detailed specific procedures in completing several repetitive clerical steps performed in prescribed or slightly varied sequence, such as coding and filing documents; it could involve simple posting to individual accounts, opening mail, operating basic office equipment, e.g., photocopier, facsimile, multi-line phone/voicemail systems, mailing machines, and computer programs. Adherence to all client and Coast policies and procedures is expected. This position is also responsible for training, developing and supervising the Mailroom Admin Specialist staff.Job Duties and ResponsibilitiesLeadershipProactively manage the activities of assigned employees by ensuring the following functions are efficiently performed in a quality-oriented environment reflecting company value:
• Process and oversee all incoming and outgoing daily correspondence according to client required timeframes and requirements
• Update and maintain applicable tracking along with folder organization
• Process preauthorized direct debit payments (i.e. checks) within client timeframes and allowances
• Submit technical referral and missing acknowledgments when applicable within client timeframes
• Audit daily work as needed to ensure meeting client expectations
• Send daily e-fax communications to client as required
• Prepare applicable mail merge and/or daily letters for sending, according to client requirements
• Travel to the post office to pick up and drop off mail as needed
• Prepare or update monthly and weekly reports for submission to management
• Assist and perform Administrative Support staff duties as needed in accordance with company and client needs
• Additional duties assigned based on the Line of Business
Functions
• Following compliance policies and procedures
• Send daily e-fax communications to client as required
• Reporting internally, which reporting includes managing complaint and mailroom trackers
• Preparing audit reports as per client or governmental requirements.
• Initiates, maintains, and revises risk assessment policies, procedures, and training materials
• Collaborate with various levels of management to implement programs and direct compliance issues for investigation and resolution
• Develop and continually enhance working knowledge of company policy, applicable regulatory and industry trends, and share this expertise across the business
• Seek ways to innovate or improve current processes and procedures
• Ensures proper reporting of violations or potential violations to duly authorized enforcement agencies as appropriate and/or required.
• Travel to the post office to pick up and drop off mail as needed
• Lead and direct the work of others to establish a functioning Mailroom
• Perform periodic quality assessments and identifying issues, concerns, and deficiencies
• Review all Regulatory Processes for accuracy (example bankruptcies, Letter review and creation, and regulatory audits)
• Facilitate and/or participate in client meetings and internal and client calibration sessions, as required
• Provide effective personnel coaching and development to achieve and improve performance
• Assisting in the development of training materials and reports.
• Work with agency directors, managers, supervisors, and staff to ensure compliance with customer specifications and execute any necessary corrective action.
• Training-Continuously training all staff to ensure employees are qualified to do their jobs effectively and avoid mistakes that affect the company's quality of service.
• Perform other duties as required using the foundation of the organization’s Mission and Values.
• Additional duties as assigned based on the Line of Business
QualificationsEducation
Associates degree from an accredited college or university with major coursework in business administration, or related field . Equivalent work experience in similar positions may be substituted for educational requirements.Experience
2 years’ experience in administrative support, management, or similar field
Knowledge
• Knowledge of collection practices
• Knowledge of collection software/databases
• Principles and practices of customer service
• Report preparations and techniques
• Proper telephone etiquette
• Modern office procedures, methods, and computer equipment
• Demonstrates knowledge of FDCPA regulations
Skills and Abilities
• Provide leadership to and coordinate the activities of assigned staff
• Good verbal and written communication skills
• Handle multiple concurrent tasks
• Maintain appropriate records and compile information for reports
• Deal tactfully and courteously with clients or customers
• Good organizational skills and attention to detail
• Establish and maintain cooperative working relationships
• Principles of supervision, training, and performance evaluation
• Work independently in the absence of immediate supervision
• Analyze problems, identify alternative solutions
• Certificate and passing grade of FDCPA
• Various state licenses as needed
• MS Word and Excel at an intermediate level required
• Required to undergo and pass all required background checks
Clearance
As a federal contractor, this position requires U.S. citizenship and security clearance granting access to classified information. The background investigation is conducted by the Office of Personnel Management (OPM) and is an evaluation of the whole person to determine suitability. The suitability review begins after a conditional offer of employment has been accepted and will include a review of your employment, education, residences, references, criminal history, and credit, as an example. Some of the most important factors in an investigation are the individual’s honesty, candor, and thoroughness in the completion of their security forms. In rare instances, non-U.S. with highly specialized skills and experience may also be considered for the security clearance process.
Security
Information and Physical Security is the responsibility of every employee. In your position you are required to safeguard the computer systems by following proper username and password management which includes selecting challenging passwords and committing them to memory, they should not be written down or stored where others can freely have access. This also includes securing your desk and workstation when you are not there. This includes locking your session and putting sensitive paperwork away when not physically at your desk. You are not to share your username or password with anyone. The physical security of our offices are of equal importance, never shadow or let someone shadow your entry into a Coast Professional, Inc. facility. If this occurs quickly report this action immediately. You are required to follow all Information Technology policies and procedures regarding the management of your system accounts and equipment. If you witness any security violation you should immediately report it to management.
Working Conditions
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Work may require frequent weekend and evening work. This position has travel requirements and may require overnight travel.

While performing the duties of this position, a physical presence in the workplace is essential. The employee is regularly required to talk or hear. The noise level in the work environment is usually moderate. Specific vision abilities required by this position include close vision, distance vision, vision, peripheral vision, and the ability to adjust focus. The employee frequently is required to use hands or finger, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds.

Disclaimer
This job description reflects management’s assignment of essential job functions but is not intended to be a comprehensive list of all activities, duties and responsibilities required by the job incumbent. Nothing herein restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

Coast Professional, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to , , , (including , , or ), , , , protected veteran status, genetic information or any other categories protected by applicable law.