South Windsor, CT, United States
We are searching for an experienced Administrative Assistant, PDC at our Connecticut PDC facility. We think creatively and keep challenging ourselves to help create a new future and eventually make humankind's dreams a reality. Ready for the challenge?
Description
Responsible for all PDC administrative functions supporting Leadership, Salaried and Hourly employees. Monitoring services, ensuring payment for services rendered, generating required reports and following the process for purchasing agreements with service providers and suppliers.
Key Responsibilities
- Update daily, productivity man-hour sheets, once reviewed by Leadership, into the AMOS system. (30%)
- Obtain service quotes, set up vendors services and submit, as directed by Leadership, Purchase Requisitions (PR's) for goods and services required for the operation of the Parts Distribution Center (PDC). (35%)
- Maintains system data for employees in terms of active and non-active employees, agency records and processor required supplies. (5%)
- Monitors claims aging to ensure no claim reaches beyond 30 days without a specific reason. Communicates with dealers to ensure they are following procedure to receive claim credits. Coordinates with PDC personnel to ensure claims, returned to the PDC, are inspected for cause and verified. Acts as a Customer Service Representative by responding to Dealer inquiries for information relative to Claim status, ETA shipment information or other out of process conditions. (20%)
- Supports the on boarding effort of new employees by setting up access badges and system access for AMOS in terms of use of the PDA. (10%)
Key Performance Indicators
- Manage claims to ensure they are resolved within 30 days of submission.
- Monitor spend for general PDC operations to ensure we stay within compliance to budget.
- As a back up to the Dealer Operations Specialist, responds to routine requests for information from dealers regarding availability, ETA, errors, delivery issues and order processing status.
- Negotiates purchase agreements for the PDC. This could include packaging, preventative maintenance (PM's), repairs, supplies and other essential services.
- Performs routine data entry functions as required or outlined above in accountability section.
- Update productivity man-hour sheets and PDC activity reports as required.
- Maintain office supplies and materials related to the functioning of the PDC through and inventory and order process. I.E- Boxes, safety vests, gloves, knives, etc.
- Create PR's and track approval process, ensuring timely payment and processing.
- Inputs and electronically files invoices from vendors through the Tier 1 system.
- Performs other duties or Project Assignments, as required, at the direction of Management.
Work Schedule & Travel Requirements
- Monday through Friday, 8:00 am - 5:00 pm.
- No travel is required for this role.
Required Qualifications
- High School Diploma is required.
Experience Requirements
- 2-4 years of General - Executive Secretary/Administrative Assistant experience is required.
Skills
- The position requires some level of analytical thinking as quotes, invoices and financial budgeting is a required part of this key role.
- Proficient computer skills: e-mail, record keeping, routine database, word processing, spreadsheets.
- Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
The base pay range above represents the low and high end of the base compensation range we reasonably expect to pay for this position. Actual base compensation will vary and may be above or below the range based on various factors including, but not limited to, geographic location, actual experience, and job performance. This job posting is not a promise of any specific pay for any specific employee.
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