Job Purpose:
- The Stable Office Supervisor will oversee and assist customer service employees in the performance of their job duties, as well as support the Stable Office Manager during equestrian shows, events, and regular business hours.
- Must possess an upbeat personality with a desire to deliver outstanding customer service to our patrons.
- Must have the ability to multitask, be meticulous, and be able to solve problems and issues when dealing with internal and external customers effectively.
- Assist patrons as requested, handle cash, answer telephones, and make reservations.
- Prioritize accurate reporting of Stable Office transactions to internal customers to ensure customer orders are properly fulfilled and that Stable Office financial information can be reconciled to QuickBooks and credit card processing reports.
- Ensure that proper security is maintained for cash and check collections.
Status:
Exempt / Full-Time Position
Direct Report:
Stable Office Manager
Required Skills/Abilities:
- Excellent Management and Supervisor Skills
- Extensive knowledge of customer service procedures and principles.
- Organized with attention to detail.
- Ability to resolve customer complaints and issues while maintaining a professional and calm demeanor.
- Ability to coach and mentor Stable Office Support Staff.
- Proficient in Microsoft applications, including but not limited to Outlook Email, Word, and Excel.
- Must be willing to work flexible hours, including some evenings and weekends, to accommodate event demands.
- Preferred Education and Experience:
- High School Diploma or Bachelor’s Degree in Business Administration.
- Five years in a supervisory role within a customer service office setting preferred.
- One to three years in an office setting, and previous customer service experience and hospitality.
- Must be self-motivated and hard working with the ability to thrive in a fast-paced environment.
- Excellent written and verbal communication skills.
Key Areas of Responsibility – Assist Stable Office Manager:
- Supervise, lead, and train full-time and part-time staff members in using RMS software to process feed, bedding, camping, and golf cart transactions as well as other weekly horse show functions.
- Must be willing to work flexible hours, including some evenings and weekends, to accommodate event demands.
- Manage the inventory of hay, bedding, and ice based on show needs, ordering quality materials from vendors while keeping profit in mind, and verifying payment is available before order.
- Manage available golf carts and reservations dependent on show needs; communicate with vendors to fulfill these needs.
- Manage and complete RV camping reservations in conjunction with available campsites and requests.
- Communicate closely with Barn Crew members for bedding and hay orders and deliveries, and with Security for camping sites, emergencies, and updates before staff leave at night.
- Communicate with Show Managers and the Show Office staff weekly for stall charts and other requests/needs pertinent to the Stable Office.
- Analyze show contracts and create invoices for the show, presenting them to the Show Manager, and collecting payment.
- Keep records of vendors attending weekly shows and bill them based on each Show.
- Keep weekly records by show for future inventory, staffing, and show needs.
- Schedule staff members appropriately based on event demands and communicate the schedule to staff, filling in where and as needed.
- Supervise the daily and weekly sales in the Stable Office, maintaining that RMS Reports match deposits, inventory, and reconciliations.
- Ensure customer service, satisfaction, and safety that helps to build and maintain customer relationships.
- Ensure a clean, friendly, and welcoming environment for patrons and staff members.
- Answer phone calls, questions, and visitor concerns and connect them with answers as they arise.
- Work with the General Manager of Operations to fulfill needs and complete projects assigned.
- Investigating and resolving customer complaints.
Key Areas of Responsibility – Assist Stable Office Manager with Invoicing
- Assist all Horse show managers with purchases and other requests.
- Stay current on all contracts, shows, promotions, and future events within the VHCF.
- Responsible for administration tasks, including invoicing, expense tracking, budget management, and coordinating with the accounting department for administrative financial duties.
- Collaborate with management and show managers, assist in policy development, and support various projects, research tasks, and special assignments.
Key Areas of Responsibility – Other
- Serve as the secondary point person within the organization for all issues related to the Stable Office.
- Work with members of the Horse Center’s staff and/or outside contractors on the education, health, and well-being of the Center.
- Assist Stable Office Manager, General Manager of Operations, and CEO with annual budget priorities.
- Maintains a safe working environment within and around areas associated with the Stable Office.
- Participate in safety training and comply with safety rules, regulations, and protocols.
- Perform additional duties and assist with special projects as assigned.
- Contribute to a work environment that encourages teamwork and respect for coworkers.
- Assist guests/regular public with directions or general information.
Virginia Horse Center Foundation actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law. Protected veterans, minorities, and women are encouraged to apply.
No job description or statement of job purpose is meant to be all-encompassing. As it is not possible to outline every potential task, candidates accepting employment with the VHCF are aware that responsibilities may increase at times, based on the needs of their department and/or events taking place at the Center.
Job Type: Full-time
Pay: $20.00 - $26.00 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Referral program
- Retirement plan
- Vision insurance
Work Location: In person
