Job Description

Job title : Department Admin

Location : Saline, MI

Type : 12+ months contract with possibility to extend

Responsibilities:

• Litigation inquiry support to TL1 and management of litigation hold materials
• Confirming Technical Report closure requirements (incl sending completion reports to TMC)
• Manage the dept SharePoint as owner (includes support transition from S-drive)
• eVA task assignment to related design teams within CDPF (Chassis Design and Platform Development)
• Prior experience collaborating with TL1 preferred.
• Advanced knowledge of SharePoint preferred.
• Good understanding of N-SMS and SMS-BR.
• Ability to understand CDPF parts’ responsibility for any given project
• Ability to review drawings and confirm the “responsible persons” related to TL1 requests
• Correspondence with TL1 for litigation inquiries
• Ability to correspond with TMC to resolve matters related to Tech Report closures
• Meeting arrangement and setup (i.e., weekly, monthly department meetings, department events).
• Support CDPF executives and TMC visitors with business travel arrangements
• New hire onboarding (incl access to Toyota systems) & Contractor/Design-in support
• Manage office supplies, general facility/IS support, business card ordering etc
• Manage Purchase Order process - PO Change Orders/PO Requisitions (new, updates, close, reconciliation to expenditures, vendor invoicing)
• Monthly accrual preparation, submission and reclass.
• Budget & manpower tracking/reporting – enter estimates in T&P, provide input to make & manage the indirect budget, operate T-Dash to support GM for manpower tracking
• Manage the org charts, seating charts (incl WISP updates)
• Support with mail management incl occasional shipping/receiving of packages
• Evacuation list maintenance
• Participate in department administrative staff support meetings; provide administrative and secretarial backup for other Department Assistants as needed.
• Assist annual FADAR (Fixed Assets) maintenance activities.
• Coordinate department lunch, retirement, family event recognitions.

Requirements:

• Bi-lingual (Japanese - English) preferred
• Knowledge of SAP/Ariba preferred
• 4+ years of general office/department support experience.
• Excellent verbal, written and interpersonal skills to work effectively with Design Engineers and related departments for problem resolution
• Mindset to provide customer service to all downstream people/processes
• Work well in team setting
• Flexibility to quickly accommodate changes with ability to manage multiple projects simultaneously
• Self-motivated and detail oriented
• Able to work flexible hours when required by workload
• Perform other duties as assigned
• Advanced knowledge of MS Outlook, Word, Excel, PowerPoint.

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