Department Administrative Assistant

Hiring Admin Assistant for a major Automotive OEM client Toyota in Ann Arbor, Michigan.

Japanese language skills are a plus.

DESCRIPTION:
Skills / Duties and Responsibilities

• General administrative support duties for PTT Department, working collaboratively with GM, Dept TM's and collaborating with other PT Div. Admins.

Duties include but are not limited to:
Personnel Support

• New hire setup/preparation (incl. desk setup, required access, and general onboarding support) for TM's, CP's and resident Japan-Staff
• Maintaining Dept. organization chart (with GM)
• Maintaining Evacuation List for team members in 1555, 1588, and 1555 Evaluation buildings.
• Training new Powertrain Div. Admins (in collaboration with other PT Div. Admins.)

Budget Management (Direct Funding, Indirect/Operations Budget & Capex)
Indirect/Operating Budgets

• Attend budget meetings as required. Monthly status reporting to GM/PTT Mgrs
• Purchase requisition submission and tracking, including approval, PO dispatch, vendor invoicing, Receipting for payment, and PO reconciliation to expenditures.
• Monthly accrual preparation and submission .
• Budget corrections (reclasses) – preparation & submission of correction request.

Direct Budget (Annual Job Requests)

• Gather and compile JRN support requests, compare to forecasted numbers and take action to resolve discrepancies.
• Work with Dept Mgrs to resolve negotiated targets, estimates and planned consumption rates and approvals.

Capital Budget

• Working collaboratively with project leads, input POR's and track status.
• Assisting annual FADAR (Fixed Assets) maintenance activities

General

• Meeting arrangement and setup (i.e., weekly, monthly department meetings, department events).
• Assisting in coordinating Exec/Guest/Japan Visitor tours
• Coordinating team building events, department lunches, retirement, family event recognitions (incl. occasional shopping for event requirements)
• Ordering office supplies as required, monitor supplies budget, and make recommendations to managers regarding purchase decisions.
• Arranging travel as required through Company's travel agency.
• Occasional mail distribution

Other:

• Assisting PTT GM & Managers in Special Projects as required.
• Cross-company communications at all organizational levels to support department operations and problem resolution.
• Participating in PT Div. administrative staff support meetings; provide backup for other Department Assistants as required.
• Knowledge Capture/IT Systems - Assist in maintenance and occasional data storage/restructuring activities.

REQUIREMENTS AND QUALIFICATIONS:

1. 3+ years of general office/department support experience .
2. Excellent verbal, written, interpersonal and customer service skills .
3. Education Level: Associates/Technical Degree
4. Advanced knowledge of MS Teams, Excel, Outlook, Word, PowerPoint, and SharePoint.
5. Knowledge/proficiency with SAP/Ariba is strongly preferred
6. Strong accounting/financial background would be a plus
7. Strong ability to work independently and collaborate with other team members
8. Ability to effectively communicate with team members at all levels within the Company organization

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