Administrative Assistant

Description

• Create WOM codes for each project to appropriately track all costs and related spending on each unique project
• Create, and maintain a standardized branded method of reporting data and documentation related to reports, schedules, presentation and other deliverables.
• Create and Manage Ad hoc requests for Data compilation and visuals upon request.
• Create and Maintain a tracking sheet for all related deliverable metrics and KPI.
• Conduct all Billing and Invoicing activities in the corporate preferred accounting software/platforms.
• Understand how to navigate Toyota's Procurement system to obtain documents related to the funding by Toyota
• Master the onboarding and navigation of the Service Edge.
• Create and Maintain a tracking sheet for Project Manager Request related to WOMs and POs for all Project Team work.
• Maintain a timeline and Review all invoicing and closeout related financials with the Manager, the Client and the C&W Finance team.
• Create and maintain a standardized tracking method for late and potentially late deliverables - with auto distributions and notifications.
• Create and maintain a Budget document for the collection of known deficiencies (with input options for FCA specialist, Operations, RFMs, Technicians, and Project Managers) that should reach Toyota for their annual budget and planning processes.
• Create Purchase Orders for each unique vendor
• Onboarding New Employees
• Creation of Quarterly Report Graphics based on KPI, Project Costs, Project Team Data and Deliverable tracking.
• Collaborate in Vendor Onboarding process with C&W Vendor onboarding specialist
• Provide Management of documentation and files on each of C&Ws preferred data platforms (Accounting, Procurement, Invoicing, and Construction Cloud).

Requirements

• Ability to understand, communicate and explain goals in a group setting (presentation skills)
• Ability to work across several departments with multiple individuals to obtain information and solve problems related to project and reporting parameters.
• Ability to work with Toyota to identify solutions to specific challenges.
• W4 Forms
• Ability to review scheduling, tracking and work assignments to assist Director of Operations with effective data management and analysis.
• Toyota Credentials
• Mastery of Data Analysis programs such as: Smart-sheet, Excel, Hubble.
• Offboarding in Toyota systems
• Ability to utilize communication and conflict resolution to encourage collaboration, including positive professional attitude, and maintaining composure under pressure.
• I9 Management
• Mastery of Accounting Software Programs such as: Procure Plus, JDE,
• Toyota Laptop Request
• Ability to initiate conversations about potential issues in collaboration with Toyota Planning.

Benefits

• Direct Deposits
• PTO Tracking
• Badge Renewals

Training + Development

Interview process

Visa Sponsorship

Security clearance