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Business Services Manager

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Position Title:            Business Services Manager

Reports To:                General Counsel

Department:              Executive

FSLA Status:              Exempt

Union Status:             Non Union

Supervision:               Yes

SUMMARY 

The Business Services Manager will coordinate and direct various aspects of daily internal operations at WEA Member Benefits, including the management of vendors, lease agreements, and corporate projects.  The Business Services Manager will manage and direct the clerk team to ensure daily business needs are met.  This position will coordinate with various departments to streamline and create efficiencies to improve overall business operations.

ACCOUNTABILITIES

70%—Business Services Management

  • Oversee the following daily operational needs:
    • Manage all building/grounds issues/relationships including, but not limited to, building services vendors, security vendors, HVAC vendors, custodial vendors, landscaping vendors, non-IT equipment, office supplies, furniture, and relevant insurance coverages.
    • Cost effectively manage budget process for all areas of operational responsibility including capital plan.
    • Negotiate, manage and execute tenant lease agreements, effectively manage tenant relationships, maintain high tenant lease rate.
    • Manage requests for proposals (RFPs) for future business and vendor agreements.
    • Manage the Company’s auto fleet program/vendor relationship.
  • Maintain effective relationships with neighboring properties, manage relationship with City of Madison, ensure compliance with applicable zoning/land use requirements.
  • Identify and implement protocols/systems for effective building/premises security.
  • Develop protocols for addressing disasters/emergencies as related to general business operations:
    • Implement systems/protocols to ensure critical processes are restored effectively.
    • Develop and maintain safety protocols and training to address building emergencies.
    • Develop and facilitate annual table-top exercise to test readiness of business recovery plan; incorporate results of the exercise into an updated business recovery plan.
  • Support operational areas to assist process improvement efforts as needed:
    • Review and document current and new operational procedures.
    • Analyze operational procedures to eliminate redundancies and inefficiencies.
  • Records management and retention:
    • Working with legal and IT, develop and implement a company-wide record retention system and manage off-site records storage. 

15% —Supervise Clerk Staff

  • Provide competent, effective training and supervision of clerk staff who:
    • Provide telephone and other clerical support to WEA Member Benefits staff.
    • Process incoming, outgoing, and interoffice mail and member requests as appropriate; scan and file documents; print and assemble forms, RIS enrollment booklets along with related inserts, invoices, e-mails, faxes, related policy information, and all ancillary RIS mailings.
    • Manage the reception desk by greeting visitors, accepting packages, and notifying appropriate staff of such events.

5%—Employee Onboarding and Offboarding Process

  • Work with HR, IT, and the operational areas to develop, implement, and manage effective and timely employee onboarding and offboarding.

5%—Member Benefits University (MBU)

  • Manage Member Benefits University (MBU) for Company. This includes managing the vendor, facilitating software changes, communicating introducing and ongoing courses with staff, and assisting management staff with management of their sections and courses.   

5%—Projects as Assigned

  • Manage, coordinate, and lead various projects as assigned.

REQUIRED EXPERIENCE AND KNOWLEDGE 

  • Associate’s Degree in Business Management/Administration or related field, or equivalent work experience.
  • Must have at least one year of supervisory experience.
  • Must have at least four years’ of vendor management experience.
  • Commitment to excellence in customer service.
  • Must be able to effectively communicate technical information or complex procedures to all levels of staff.
  • Excellent verbal communication skills, including the ability to clearly, effectively, and persuasively communicate and negotiate with upper-level management.
  • Excellent written communication skills, including the ability to develop clear and concise process and procedure documents.
  • Able to identify problems, research and analyze issues from different perspectives, organize information, reach sound conclusions, and make appropriate decisions.
  • Excellent organization skills, including the ability to effectively and completely handle multiple priorities simultaneously in a fast-paced environment and the ability to quickly adapt to and guide others through changes.
  • Must be able to work independently and establish, monitor, and achieve goals with minimal supervision.
  • Maintain a cheerful and respectful disposition in all dealings with participants, vendors, employees, and others that promotes teamwork.
  • Experience using a personal computer and related applicable software.
  • Thorough understanding of the mission, organizational structure, products, and political context of the work of WEA Member Benefits.
  • Excellent performance in present and prior positions.

PREFERRED EXPERIENCE, KNOWLEDGE, AND ABILITIES 

  • Bachelor’s Degree in Business Management/Administration or related field.
  • Experience supervising various clerical or entry level positions.
  • Experience managing a building facility/ground.
  • Experience successfully managing an RFP process from start to finish.
  • Ability to work with multiple third-party vendors to create and maintain a safe, effective workplace environment.
  • Working knowledge of business recovery plans.
  • Experience working with record retention systems.
  • Previous experience in business-to-business lease administration.
  • Lean Six Sigma Certified.

TO APPLY

To apply for this position, please send your cover letter and resume as well as the completed employee application to apply@weabenefits.com.

Print, sign, and scan your application document and attach it to the email with your resume. OR mail your employee application separately to:

The Employer Group
c/o Mike Beringer
1000 Solar Ct.
Verona, WI 53593


EFFECTIVE SUPERVISION:  A PARADIGM

OBJECTIVE:

The objective of supervision is to achieve the quantitative and qualitative goals assigned to the supervised work group.

EFFECTIVE SUPERVISION REQUIRES:

  • Knowing the work assigned to the group and understanding its purpose with respect to the organization’s objectives.
  • Knowing organizational and departmental policies and procedures.

TO SUPERVISE IS TO DO THESE THINGS WELL:

  • Plan the work assignments and communicate them effectively to all employees to maximize both work results and their satisfaction.
  • Observe and listen to employees in order to be continuously aware of their skills, achievements, attitudes, work plans, limitations, and needs.
  • Solve the problems that impair the work performance of the group or any of its individuals.
  • Eliminate all expenditures of time, energy, and money that are nonproductive with respect to the Trust and its mission.
  • Communicate with each employee as often as necessary to ensure continuous awareness of the adequacy of performance.
  • Guide employees correctly in both their performance and their relationship to the organization.