Client Service Supervisor

SPS • Portland, ME

5h • Onsite

About The Position

SPS is seeking a dynamic individual to enhance Records & Information compliance for our clients across industry verticals. This position is part of subject matter experts responsible for building internal relationships, creating strategies, and supporting operations with program maturity. This position requires strong technology skills with experience developing and leading initiatives to transition to “less” paper environments. In addition, this position is responsible for daily service delivery, employee management and overall customer satisfaction. The individual will act as the primary daily client contact in correlation with the Client Service Manager. The Client Services Supervisor (CSS) position is to sit on-site with our client and oversee multiple sites or projects. The position is responsible for daily service delivery, employee management, overall customer satisfaction, and strict adherence to all SPS policies. The CSS will act as the primary daily client contact in correlation with the Client Service Manager. While overseeing the staff onsite for all supervisory functions required. Overall, this position continuously offers the highest level of service to all client and SPS employees while maintaining a professional image of the company by providing prompt, courteous and efficient service.

Requirements

• High School Diploma (or equivalent) required. Bachelor’s Degree or higher preferred.
• Minimum of 3+ years of experience in high level relationship building and operational management.
• Previous management/ supervisor experience overseeing 5-10 employees.
• Experience must include developing, planning and implementing programs (electronic & paper), including records retention.
• Strong technical skills required include working knowledge of leading records management software programs, document management systems.
• Ability to perform benchmarking assessments, and collect, analyze and interpret data.
• Ability to assist in the design and implementation of customized workflows.
• Stay on top of industry trends and emerging technologies.
• Strong project management skills
• Ability to build business relationships and interact effectively with “C” level executives.
• Solid understanding of selling skills.
• Exceptional computer skills.
• Industry related experience a plus.
• Driven by client satisfaction, with proven track record of diplomacy and ownership.
• Strong integrity, solid business ethics.
• Strong team approach to account management.
• Creative strategic thinking and performance.
• Required to maintain an overall professional appearance and attitude.
• Adhere to all policies and procedures required.
• Results-oriented.
• Driven by client satisfaction.
• Strong integrity, solid business ethics.
• Strong project management skills
• Prepare and present client reports, including forecasting trends and identifying opportunities
• Effectively present information and respond to questions from supervisors, clients, and employees
• Excellent presentation and interpersonal skills.
• Excellent English written and oral communication skills.
• Expert in customer service skills, professional attitude and appearance.
• Good organizational skills.
• Ability to maintain confidentiality.
• Attention to detail.
• Ability to function with a high level of patience, tact and diplomacy to defuse anger and collect accurate information.
• Able to convey information and ideas through speech in ways that others will understand.
• Able to listen to and understand information and ideas presented through spoken words and sentences.
• Able to speak clearly so listeners understand, identify and understand the speech of another person.
• Be personable, articulate, knowledgeable and professional in presenting oneself in a professional setting.
• Flexibility in dealing with simultaneous projects.

Nice To Haves

• Certified Records Manager (CRM), CRM candidate, or Information Governance Professional (IGP) preferred.

Responsibilities

• Oversees service delivery.
• Manages the receipt, delegation and successful completion of all client requests.
• Meets all client and SPS deadlines.
• Manages all resources within the operation including people, hardware/software and facilities.
• Coordinates staff schedules to ensure appropriate staff levels are maintained and proper coverage is provided for PTO, sickness and emergencies.
• Maintains a safe working environment for the SPS staff.
• Tracks all client requests using the approved tracking mechanism and performances.
• Maintains metrics for monthly reporting of KPIs/SLAs.
• Oversee all equipment, supply and messenger vendors to comply with SPS contract.
• Performs multiple daily walkthroughs to observe team performance firsthand.
• Document any incidents and inform Client and SPS immediately.
• Oversee and reports on financial performance.
• Maintains site P&L at proforma levels or above.
• Consistently executes all deadlines to be met for payroll, billing & A/R collection.
• Oversee monthly budget forecasts for the account.
• Grows the existing account year-over year.
• Insures client & employee engagement.
• Maintains Client Satisfaction Index (“CSI”) at or above previous score.
• Participate in monthly and quarterly client business reviews.
• Maintains Employee Satisfaction Index (“ESI”) at or above previous score.
• Participate in SPS sponsored events.
• Establishes and maintains accountability to Client Services Manager and/or higher-level leadership.
• Coaches, develops, and cross trains operations team to grow their careers.
• Sets and communicates to each staff member individual responsibilities, operational issues/concerns, daily goals, service improvements and customer expectations.
• Develops, appraises, and counsels staff to reduce turnover, improve employee satisfaction and increase promotability of staff members.
• Maintains consistent documentation monitoring the status of each employee.
• Provides annual employee performance evaluations and reviews as directed by SPS.
• Insures operational excellence.
• Performs strict adherence to all SPS policies & procedures.
• Serve as a knowledge resource regarding SPS policies and procedures
• Meets or exceeds all contractual and client KPIs/SLAs.
• Immediately reports any personnel, security or data breach incidents to SPS leadership team.
• Proactively institutes the SPS Governance Model to ensure client satisfaction.
• Standardizes policies and procedures, including monthly statistical reporting and benchmarks.
• Drives operational improvements and solution design.
• Troubleshoots and resolves all client, site management and site staff issues.
• Coordinates, implements and oversees any special projects.
• Coordinates and leads vendor partner negotiations.
• Manages site financials in terms of hours, gross margin spread, profitability and growth.
• Serves as a knowledgeable resource regarding OSHA, EEOC and process for handling complaints.
• Manages direct reports including managerial staff.
• Assists in the development of training materials and execution of formal training sessions.
• Supports business development internally and as directed.
• Maintains consistent communication with Client and SPS at all levels.

Benefits

• Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, Entertainment Discounts, & Paid Time Off.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED