Administrative Assistant

Role Summary:

The purpose of the Administrative Assistant is to provide administrative support to the PDC or RDC Manager and all of the support staff. He or she is responsible for initiating and coordinating the clerical functions required to effectively implement warehouse and administrative policies and procedures. In addition, he or she is responsible for ensuring that all matters are handled efficiently, professionally, and in a timely manner. The PDC Administrative Assistant will also provide operational support to the management team as required.

Role Responsibilities:

• Prepare and submit purchase orders to items or services required and maintain related records; verify and process
• all invoices for payment according to established signing authorities; maintain log by account numbers; maintain vendor files; and resolve discrepancies with Accounts Payable as necessary.
• Provide monthly budget and operational performance reports to the corporate office and PDC/RDC management by gathering information, entering information into ET-2000, and generating reports
• Assist PDC or RDC personnel in matters such as 401K, vehicle order forms, and insurance.
• Maintain attendance logs, vacation schedules, and personnel files for salaried employees
• Assist PDC or RDC personnel with the preparation of various forms; prepare correspondence, memos, faxes, minutes and reports frequently of a confidential, strategic and/or specialized nature from notes or handwritten material.
• Receive, disburse, and reconcile petty cash fund of up to $1,500.00.
• Manage orders and expenses of uniforms for hourly employees.
• Coordinate, prepare, and organize internal meetings; schedule and prepare rooms.
• Coordinate external meeting logistics with Travel, Meetings & Events (TME); including reservations, meals, and equipment availability. For larger functions, plan appropriate layout of rooms, seating
• arrangements, dinner menus, invitations, etc. May also handle meeting follow up, including Accounts
• Payable coordination and correspondence.
• Maintain files on sales reports, budgets, incentive programs, etc.
• Open and distribute daily mail; coordinate freight bills, send appropriate mail to the corporate office.
• Receive and screen information and phone calls exercising judgments and sensitivity to the manager's priorities.
• Records all visitors in logbook, provide information to and refer visitors to the appropriate individuals in the PDC or RDC. In case of an emergency, coordinates direction of emergency personnel.
• Interface with vendors and suppliers as necessary to provide effective customer service.
• Maintain updated dealer directory and e-mail addresses.
• Prepare Workers' Compensation claims when necessary.
• Maintain OSHA record keeping; maintain log. Compile year-end report, required by law, and forward to Safety and Security at Corporate.
• Liaise with operations at Corporate regarding local priorities and issues.
• Order and maintain office and cafeteria supplies.
• Maintain Employee Parts Purchase Program; receive and manage employee requests, input orders, collect payment, and forward to Corporate Banking.
• Ensure all office machines are in proper working condition by trouble shooting malfunctions and/or arranging for the repair and maintenance of all PDC or RDC equipment, office machines.
• Develop administrative procedures and processes to support the PDC or RDC Manager.
• Act as a confidential sounding board for team members' ideas, suggestions, letter and report composition and proofreading, concerns and complaints, etc.
• Provide technical and administrative guidance and leadership to other administrative support team members for the PDC or RDC.
• Support Warehouse Supervisors in daily warehouse operations, when necessary (Key Codes, Canada Country of Origin)
• Stay current on internal and external professional development trends within functional area and apply learning to functional responsibilities

Years of Experience:

• 5-7 years

Education (Required):

• HS degree or equivalent

Education (Desired):

• Technical School diploma/certification

Skills:

• Analytical and conceptual thinking – using logic and reason, creative and strategic
• Communication skills – interpersonal and written. Excellent oral and written communication skills
• Strong customer service skills. Telephone etiquette
• Computer savvy – proficient in the use of software and Microsoft Office
• Integration – joining people, processes or systems
• Influencing and negotiation skills
• Problem solving
• Time management
• Organizational skills

Specialized Skills (Required):

• 5-7 years of experience in distribution center management
• Experience in Administrative Assistance or Project Management
• Proficient in Microsoft Office (word, excel, power point)
• Excellent oral and written communication skills
• Excellent leadership and organizational skills
• Strong customer service skills
• Strong budget planning, expense maintenance and reporting skills

Specialized Skills (Desired):

• Automotive industry or warehouse experience
• Familiarity with SAP and/or ET-2000; Microsoft Access

Work Flexibility:

• Overtime as necessary

EEO Statement:

Volkswagen Group of America is an Equal Opportunity Employer. We welcome and encourage applicants from all backgrounds, and do not discriminate based on race, sex, age, disability, sexual orientation, national origin, religion, color, gender identity/expression, marital status, veteran status, or any other characteristics protected by applicable laws.