Associate, Office Administration

About the Role

Provide administrative support to the General Manager and coordinate vendor services for the maintenance and operations of the Regional Office. Act as Regional liaison for Human Resources and HAEA.

Responsibilities

• Administrative support to General Manager – type correspondence, prepare reports and presentations, make travel arrangements, answer phones, take messages.
• Coordinate Dealer Council Meeting arrangements and travel as well as Council annual elections.
• Coordinate employee meetings, luncheons, and Region group events.
• Maintain Region’s facility operations – work with all vendors related to building maintenance, operation and security, as well as vendors related to all office equipment and office supplies.
• Obtain bids as needed for these services and create purchase requests as needed.
• Act as Regional liaison for Human Resources – obtain information for employees regarding policies, benefits, etc. Maintain personnel files.
• Handle new hire packages and serve as Department Ambassador by providing HMA orientation. Arrange for equipment and log-on I.D.s for new hires.
• Assist with recruitment of Regional support staff; arrange interviews and typing tests for administrative applicants.
• Advise HR of any “on the job” employee related injuries as well as any employee/family hospitalizations/bereavements for floral orders.
• Act as Regional liaison with HAEA – coordinate shipment and installation and training for new equipment/software as needed in the Region. Regional contact for equipment repair and maintenance.
• Maintain and ship “loaner” laptops to travelers as needed.
• Arrange phone changes, moves as needed.
• Serve as Regional contact for HMA wireless vendor by assisting with cell phone, blackberry and air card needs for field travelers and staff managers. Handle invoices for wireless vendor.
• Custodian of budget; handle data entry, budget reductions, prepare and distribute monthly internal departmental reports.
• Administer processing Regional expenses and Purchase Orders.
• Control and monitor disbursement of Regional Petty Cash Account – balance checkbook and submit monthly reconciliation of account to Finance Department.
• Complete fixed asset inventories as requested.
• Coordinate temporary help as needed.
• Maintain and update Regional directories and distribution lists as needed.
• Take an active leadership role in the mentoring and training of department Specialists and other junior personnel.
• Miscellaneous other administrative duties, not limited to above, as and when assigned by the Regional Staff Managers and General Manager.
• Authority to issue individual codes to access the Region building.
• Authority to call and schedule maintenance on office equipment and building issues.

Requirements

• Must be a high school graduate.
• Bachelor’s degree preferred.
• Two to four years of work experience with at least two years of office supervisory level experience desired.
• Knowledge of automotive dealer terminology helpful.
• Excellent written, communication and interpersonal skills.
• Good analytical skills.
• Proficiency with Windows-based software programs – Microsoft Office, Word, Excel, PowerPoint, Access, and Outlook.
• Self-starter with organizational abilities.

Benefits

• Monthly Hyundai/Genesis vehicle lease allowance (including insurance and maintenance).
• Holiday Pay – the company shuts down with pay between Christmas and New Years.
• Medical, dental, and vision insurance for you and your family, with employer contributions to Health Savings Accounts.
• 401(k) retirement plan with Employer Match.
• Additional 401(k) Employer Enhanced Contribution program – eligible after 1 year of employment, in addition to the regular employer matching contribution.
• Vacation and sick time off.
• Employer-paid basic life and disability coverage, including Paid-Family Leave.
• Mental health, wellbeing, and employee assistance program.
• Health advocate (support).
• Education Reimbursement program: Up to $5,250 per year for employees seeking higher education degrees.
• External Training and Development Programs.

Pay

Compensation Range: $56,550.00 - $78,000.00 annual base salary.

Physical Requirements

Normal office duties.