Northwest Custom Apparel Office Supervisor Duties

Northwest Custom Apparel Office Supervisor Duties

Quick Reference

  • Morning Huddle: Daily, 10-15 minutes after office opens
  • Showroom Updates: Quarterly
  • Time-Off Requests: Two-week advance notice required
  • Payroll Reports: Due Mondays of payroll weeks

Table of Contents

Showroom Management

Inventory and Display Management

  • Maintain an up-to-date inventory of showroom samples
  • Manage the showroom checkout book for sample tracking
  • Conduct quarterly updates to keep the showroom fresh
  • Showcase top sellers, especially Carhartt products

Sales Strategy Implementation

  • Promote personalization options (name embroidery, flag logos, website URLs)
  • Feature innovative products (sublimated patches, leather patches on caps)
  • Highlight sublimated printed shirts, using Hunts and Harts uniforms as examples

Customer Experience Enhancement

  • Create a comfortable consultation area for collaborative discussions
  • Implement and promote the Coffee Mug Club
  • Track mug distribution (starting with 144) as a measure of showroom traffic

Product Education

  • Train team members on new products and personalization options
  • Develop educational materials about services, including sublimation capabilities

Innovation and Upselling

  • Use the showroom as an "idea generator" for customers
  • Regularly introduce new products or customization techniques
  • Showcase James Matson's apparel lines from hellosquatch.com

Reporting and Analysis

  • Track showroom visits using Coffee Mug Club distribution
  • Monitor conversion rates from showroom visits to sales
  • Provide regular reports on showroom performance and customer trends

Morning Huddle

Time and Duration

  • Hold the huddle first thing in the morning, 10-15 minutes after office opens
  • Keep it brief and focused, ideally 10-15 minutes long

Structure and Content

  • Check-in (2-3 minutes): Quick personal check-in, address immediate concerns
  • Yesterday's Review (2-3 minutes): Discuss outstanding items, acknowledge successes
  • Today's Priorities (5-7 minutes): Share top priorities, discuss meetings and deadlines
  • Potential Challenges (2-3 minutes): Identify roadblocks, brainstorm solutions
  • Team Coordination (2-3 minutes): Discuss collaborative tasks, clarify responsibilities
  • Wrap-up (1-2 minutes): Summarize key points, provide final announcements

Key Objectives

  • Ensure everyone is informed about the day's priorities
  • Promote team cohesion and open communication
  • Identify and address potential issues proactively
  • Align individual tasks with overall company goals

Administrative Duties

Schedule Management

  • Maintain the master schedule for all office staff using Outlook Calendar
  • Ensure at least two sales team members are in the office at all times
  • Balance workloads among team members

Time-Off Request Management

  • Process time-off requests, adhering to the two-week advance notice policy for planned time off
  • Approve or deny requests based on staffing needs and policy guidelines
  • Never approve simultaneous days off for multiple sales representatives
  • Communicate approvals or denials to staff members in a timely manner

Attendance Tracking

  • Serve as the primary contact for staff reporting late arrivals including Bradley and Steve
  • Address patterns of frequent late arrivals, escalating to Erik if necessary
  • Establish a protocol for last-minute absences due to illness or emergencies

Payroll Coordination with Bradley

  • Provide Bradley with time off, vacations, reports on Mondays of payroll weeks
  • Ensure accurate records of all time off taken by each team member

Communication

  • Keep all key employees, especially Bradley, informed of schedules and time off
  • Use Outlook Calendar invites or notifications to communicate schedule changes
  • Inform team members of upcoming staff absences to ensure proper coverage

Contingency Planning

  • Develop and implement backup plans for unexpected absences
  • Ensure critical tasks and client needs are covered during staff absences
  • Plan for redistribution of work during staff absences

Conflict Resolution

  • Handle conflicts in time-off requests diplomatically
  • Develop strategies for managing time-off requests during peak periods
  • Address any deviations from the policy promptly and fairly