Job description
Enterprise Services | Office Management – Team Supervisor (Jersey City)
At Brown Brothers Harriman, we believe no job is too big or small for any of us to handle if it helps our clients. We value passionate, committed people who enjoy collaborating with others to find new solutions to complex business challenges. We are looking for the type of person who speaks their mind, truly listens, and steps outside their role to add value wherever they can. Someone who is driven to get things done and views obstacles as an exciting challenge that demands a creative solution. Above all, we seek someone who takes great pride in their work and is inspired and motivated by their role in protecting and enhancing our client’s financial well-being.
If you are looking for an entrepreneurial environment where you can learn and thrive, Brown Brothers Harriman is the right place for you
Join us as an Office Management – Team Supervisor
Brown Brothers Harriman is currently recruiting an ES Supervisor to join our General Administration. In this role you will:
The ES Supervisor assigns work to staff and monitors progress to ensure completion and performs high level specialized enterprise services duties daily. S/He is a subject matter specialist typically dealing with moderately complex issues as they relate to his/her area of focus. These activities include invoice processing, expense report processing, check processing, data security, archive management, client service and ES policies and procedures. This role also acts as a Team Leader to the staff in this section providing leadership, workflow management as well as coaching and development of the direct reports.
Staff Management
- Supervise site General Administration staff by assigning/checking work and monitoring progress to ensure tasks are completed in a timely manner
- Train/cross train and coach/ staff, and evaluate their performance
- Set team priorities and manage the workflow of the section, ensuring all tasks and responsibilities are covered daily
- Ensure all project deadlines and requirements are met
- Learn all job functions and serve as backup for all job functions as required
- Act as cover for the ES Intermediate Manager in his/her absence
Administrative Support
- Collaborate with ES Management on GA/Mail Section Budgets
- Daily oversight of Boston/NJ Mail Services
- Evaluate vendor performance and recommend their continued use as appropriate.
- Attend Facilities meetings and act as the centralized administrator
- Answer telephone calls, take messages, respond to questions, and direct callers to appropriate parties as necessary.
- Monitor and track requests coming in thru the Facilities Call Center and escalate urgent requests to appropriate parties as necessary
- Monitor conference room reservation database and book reservations as requested
- Maintain department databases
- Participate in light fulfillment
- Order and maintain office supplies in accordance with procedure.
- Process all department invoices and file all receipts and documents
- Manage daily volume of inquiries and requests to the area.
- Help to ensure all deadlines and requirements are being met.
Enterprise Operations Support
- Participate in and seek functional and cross training opportunities as approved by the Manager.
- Perform various other related duties as requested/required to facilitate the productivity of the department.
- Evaluate Unit processes/procedures and recommend changes to gain efficiencies and improve productivity.
- Contribute to Division or Firm process improvement activities.
- Support Event Planning team with meeting planning, communication issues and catering issues on large events
- Oversight of vendor relationships with ES Management; ensuring SLA’s/KPI’s are adhered to and attend regular performance meetings with vendors
Client Service
- Provide and ensure staff provide superior client service.
- Ensure timely response to internal and external requests.
- Follow up on open inquiries.
- Build relationships and promote services with internal departments
Guest Services
- Implement and Manage client service team for reception areas
- Oversee BBH staff’s management of Executive Dining rooms and Conference Center
- Support Event Planning with meeting planning, communication issues and catering issues on large events
- Troubleshoot and resolve issues
- Liaise with food services vendor to ensure service levels within client reception are being adhered to
- Build relationships and promote services with internal departments
Risk Management
- Maintain recorded phone lines; including quarterly verification, call playbacks and reporting
- Help to identify and document errors to reduce exposure.
- Ensure all area procedures are updated and documented
- Communicate professionally and constructively to effectively resolve issues to minimize risk and exposure.
Other
- Gain efficiencies to improve individual productivity.
- Contribute to Division or Firm process improvement activities.
- Assist in the development and production of monthly management reporting.
- Provide support on department projects as requested
- Assist team members with day-to-day activities when needed/ providing backup.
Education level and/or relevant experience(s)
- BS Degree required
- Minimum 3-5 years administrative experience
- Minimum 2 years Supervisory experience preferred
Knowledge and skills (general and technical)
- Strong PC skills (Windows XP, Word, Excel, Access, PowerPoint, Lotus Notes)
- Leadership and project management skills
- Excellent client services skills
- Ability to multi-task
- Team player but also able to work independently
- Energetic and positive attitude
- Available to work overtime when necessary
About our Company:
For nearly 200 years, Brown Brothers Harriman has provided expertise in Private Banking, Investment Management, and Investor Services. Located throughout 18 offices across the globe, we are committed to helping our clients navigate the increasingly complex global market by being their most valued, trusted and differentiated partner.
The loyalty we earn from our clients comes from two things: the quality of our people and the culture of our firm. That’s why we invest so much time and energy in attracting and developing the very best talent globally. We hire bright, entrepreneurial individuals, educate them on our client’s business, provide them the resources to succeed, and then give them the freedom to excel. This results in a diverse team of individuals who inspire each other to share their unique perspective while working together to discover the next great idea. Our deep respect for a healthy work-life balance drives our comprehensive total rewards package that helps our employees live their best life, grow personally and professionally, and get rewarded for the results they deliver.
What We Offer:
- Direct access to clients, information and experts across all business areas around the world
- Opportunities to grow your expertise, take on new challenges, and reinvent yourself—without leaving the firm
- A culture of inclusion that values each employee’s unique perspective
- High-quality benefits program emphasizing good health, financial security, and peace of mind
- Rewarding work with the flexibility to enjoy personal and family experiences at every career stage
- Volunteer opportunities to give back to your community and help transform the lives of others
BBH’s compensation program includes base salary, discretionary bonuses, and profit-sharing. The anticipated base salary range for this role is $70,000 to $90,000, which is specific to Jersey City, NJ and may differ in other locations due to cost of living and labor considerations. Base salaries may vary based on factors such as skill, experience, and qualification for the role. BBH's total rewards package recognizes your contributions with more than just a paycheck—providing you with benefits that enhance your experience at BBH from long-term savings, healthcare, and income protection to professional development opportunities and time off, our programs support your overall well-being.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, genetic information, creed, marital status, sexual orientation, gender identity, disability status, protected veteran status, or any other protected status under federal, state or local law.
Full time Jersey City
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