Administrative Services Manager

D.A. Davidson Companies is an independent, employee-owned company with a rich history spanning more than 80 years. We are dedicated to conducting our business in accordance with the highest standards of integrity and ethics, and delivering outstanding service to our clients and each other. We support a friendly, open and supportive culture, and encourage candid communication and productive engagement that make our companies and each of us better. Just as we work to improve our clients’ financial well-being, we also work to strengthen local communities—and giving back is one of our core values. You can learn more about our company culture and impact in our latest annual report.
Summary/Function:Supervise the activities of the Administrative Services department to ensure that professional, expedient administrative service is given to all departments and office locations in a cost effective and timely manner.
Qualifications:• Seasoned knowledge and background in office services functions to include mail processing operations, records management, supplies procurement, courier vendors and on-line supply ordering systems.• Prior supervisory experience or successful leadership work history  • Ability to function with minimal supervision and make decisions in order to manage a variety of duties simultaneously while meeting deadlines and objectives.• Proficient with Microsoft Office, including Outlook, Excel, Word and Teams 365. Ability to operate a mail scale and postage machine, FedEx with Ship Manager, folding and wrapping machines, laminator, fax copier and multi-line telephone. • Ability to interpret and apply various regulations and changes affecting mail operations.• Strong interpersonal, negotiating and oral/written communication skills.• Ability to lift 20 to 70 pounds.• Ability to establish priorities and make independent decisions in order to manage many diverse services. • Strong organizational skills• Follow policies and procedures. Maintain client confidentiality.• Communicate in a clear and service-oriented manner. Use appropriate, professional language and grammar to effectively exchange ideas and information.• Ability to proactively work with both external and internal clients. Relate with others in a professional manner in order to accomplish work responsibilities and objectives.• Ability to maintain regular, predictable attendance.• The qualifications and physical demands described in this job description are representative of those most appropriate for successful performance of the essential functions of this job. Upon request, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
Duties:• Supervise and direct the work activities of the department to include:• Interview and hire qualified personnel• Prepare and deliver performance appraisals• Provide work direction, training and staff development.• Recommend salary increases and promotions.• Formulate and implement departmental policies and procedures.• Schedule personnel to cover 10 ½ hours of daily departmental operation. • Discipline and terminate if necessary• Direct the Company’s mail operation to adhere to all United State Postal Service regulations minimizing expenses and maximizing delivery. Ensure the prompt and proper distribution of all incoming and outgoing mail to meet the company’s time requirement needs. Ensure company mail products are in compliance with bar codes and USPO mailing requirements.• Administer the corporate supply order system for the majority of office supplies consumed at the local offices. Assign user rights and limitations on individuals granted ordering authority within the system. • Plan, develop and implement purchasing procedures to ensure the proper supply levels of paper, forms, advertising materials, printer supplies and other items necessary to conduct day to day business activities. Evaluate bids from suppliers, performing technical analyses of supplier’s ability to meet product and service requirements, as well as related factors such as delivery, quality, and price. Perform negotiations with suppliers maintaining mutually profitable and ethical relationships.• Oversee the ordering of business cards, note pads, address labels, forms, publications, brochures and other printed materials. Ensure proofs are accurate and print production occurs in a timely manner. Communicate with vendors and follow up on printed material and supply vendors on production and delivery schedules.  • Plan, implement and direct the Company’s records management and retention program to meet FINRA, MSRB, SEC and IRS regulations. Establish record retention guidelines. Work with all levels of management to incorporate proper records management. Direct and coordinate the recording, filing, retention, purging and retrieval of critical business documents.• Assist conversion team with new branch office and Financial Advisor transitions