Corporate Office Administrator

Henley Enterprises, Inc. (and our associated entities) is a privately-owned Franchisee of Valvoline Instant Oil Change (VIOC) currently operating over 230 VIOC locations in Massachusetts, New Hampshire, Rhode Island, Maryland, Virginia, Delaware, Florida, and California as well as a related business in Oklahoma. The company has grown rapidly nearly tripling in size over the last ten years and is projecting continued growth moving forward. This position works from our Newton Corporate Office and reports to the Associate Director of Business Optimization.

POSITION SUMMARY:

This position will maintain office efficiencies by coordinating efforts with Area offices and assisting home office departments in various tasks and projects. Key requirements include the ability to work independently, take initiative as an individual contributor and be an effective team participant.

ESSENTIAL JOB FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Manage, coordinate and analyze contract pricing and performance of office service providers such as Janitorial, Office Equipment, Delivery services and Maintenance providers, ensuring that Henley Enterprises fosters a healthy, safe and supportive environment for all of our team members and that all equipment and services run at optimal efficiencies.
• Manage Company Fleet Vehicles through Enterprise lease program, including WEX and Geotab management and reporting.
• Manage Communications utilizing intercompany website, Outlook and other tools. Communications will include, but not be limited to, posting departmental documentation, reporting, procedures, company news broadcasts, Customer/Employee correspondence, and updating assigned tasks through project management software.
• Collect and disseminate data, e.g., running sales reports from the Franchisor Data Warehouse and populating company databases to run and disperse daily reporting – collect and query vendor line-item invoicing to analyze price and performance.
• Analyze office policies, procedures and system processes driving for efficiencies and eliminating redundancy.
• Handle sensitive and/or confidential documents and information.
• Process high volumes of incoming and outgoing mail – with emphasis on analyzing best service provider.
• Reception coverage, including managing multiple phone lines and visitor check in, conference room scheduling, setup and food/beverage service.
• Plan and coordinate office events as necessary.
• Complete additional projects as assigned.

QUALIFICATIONS:

• Excellent verbal and written communication skill
• Proficiency in Microsoft Office Professional applications with focus on Outlook, Excel, Word, and Access.
• Ability to prioritize work and balance multiple projects and deadlines
• Attention to detail with emphasis on accuracy and quality
• Customer focused approach, internal and external
• Strong work ethic, with a positive attitude and high level of professionalism
• Strong analytical skills
• Ability to read and react to the office environment in a positive manner
• Ability to work in a fast-paced, team environment

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• Experience with Microsoft SharePoint and/or Project timeline software is a plus
  Education and Experience Requirements
• High School or GED degree
• Minimum of 3 years in an office management or key administrative position.

ENVIRONMENT & PHYSICAL REQUIREMENTS

• 90% of work in a climate-controlled internal office environment working under normal office conditions.
• While performing the duties of this job, the employee is regularly required to sit, stand, walk, use hands and fingers to feel and handle, reach with arms and hands, talk and hear. While performing the duties of this job, the

employee may incidentally be required to stoop, kneel and crouch, lift weight or exert a force up to a maximum of 25 pounds.

Note: For all jobs in operations and service department attach the ADA checklist in lieu of listing the requirements as above.