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Director of Administrative Operations and Shared Services
2 years ago
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Joining Enervise means becoming part of a team that values continuous learning, creativity, and a collective drive for success. We foster an inclusive environment where every voice is heard, ideas are valued, and collaboration is key. Our culture promotes continuous learning, professional growth, and sustainable career development. Enervise has earned the Enquirer Media Top Workplace for a THIRD time in a row!
The Director of Administrative Operations and Shared Services significantly influences the overall efficiency, customer satisfaction, and strategic direction of the business. The ability to manage resources, maintain high-quality standards, and foster a collaborative work environment contributes directly to the company’s success. We are committed to the development of our employees. From programs to ongoing training initiatives, we empower our associates to take their careers to the next level.
Shared Services Management
- Optimize Processes: Develop and implement efficient processes that support field operations, ensuring technical competence within your team and providing necessary training and coaching.
- Continuous Improvement: Foster a culture of continuous improvement throughout shared services, leveraging technology to deliver prompt, accurate, and responsive service.
- Safety & Compliance: Oversee the company-wide safety program and ensure adherence to all regulations.
- Invoice & Payment Management: Ensure timely and accurate invoicing according to company and customer requirements.
- Maintenance Contracts: Manage administrative support for maintenance contracts, renewals, and the integrity of data and information provided to our clients from our customer portal EnerviseTrak.
- Customer Experience: Drive an exceptional customer experience through measurement and staff training, managing the inbound call center.
- Purchasing: Manage subcontractor, equipment vendor, and professional resource relationships, issuing purchase orders and maintaining vendor agreements.
- IT Management: Drive a comprehensive IT program covering asset assessment and acquisition, vendor relations, phone system administration, ERP integration for field service devices and work order management, and continuous technical support to empower operational excellence.
- ERP Expertise: Be the subject matter expert for Enervise’s ERP system Sam pro (Database ERP) and ensure its optimal utilization for operational excellence.
- Dispatching: Ensure consistency and efficiency in dispatching field labor across the enterprise.
- Field Support & Construction Administration: Bridge the gap between office operations and field teams, providing logistical support, resolving project issues, and overseeing progress updates, material needs, and subcontractor performance for successful construction execution.
- Leverage administrative expertise to streamline procedures, optimize resource allocation, and provide centralized support for construction project and Service branch execution, enhancing efficiency and cost control.
Cross-Functional Collaboration
- Partner & Communicate: Proactively partner with department leaders, share service updates and metrics, and maintain effective communication with vendors and customers.
- Strategic Relationships: Serve as the point of contact and relationship manager for key vendors and customers.
- Contract Review: Partner with stakeholders to review and negotiate customer and purchase agreements.
- Financial Close: Work with accounting group to ensure timely and accurate completion of financial closing activities.
- Sales/ marketing – integrate sales marketing team support to work with shared services administrative team to support our business development sales team.
- M&A Integration: Enervise desires to add on companies, as such you may be asked to manage integration of new acquisitions into shared services, including planning, testing, training, and monitoring.
Process Improvement
- Identify & Lead: Continuously identify and lead process improvement initiatives to enhance efficiency and drive cost savings.
- Capitalize on Opportunities: Implement strategies to capitalize on early pay discounts, optimal payment terms, and vendor rebates.
- Bachelor’s degree in business, engineering, or a related field.
- 5+ years of progressive experience in administrative operations and shared services, including supervisory experience of a similar sized or larger firm.
- Strong appreciation of work order management, customer service phone support, and best practices for Administrative shared services support.
- Proven track record of leading and executing process improvement initiatives.
- Excellent communication, interpersonal, and leadership skills.
- Ability to manage multiple priorities, delegate effectively, and solve problems proactively.
- Detail-oriented with strong analytical skills and understanding of accounting inputs and general coding.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook), MS Teams, and Zoom.
- Experience with ERP solutions (Data Basics/ Sam Pro software preferred).
- Shared services environment experience preferred.
- Ability to work in a fast-paced environment and travel overnight occasionally to branch locations.