Admin Assistant

Duration: 12 month contract with extension

Ability & willingness to work up to 5% overtime

Ability & willingness to travel up to 10%, both domestically & internationally (Japan)

In-person is preferred if Local else MS Teams is fine. 1 round interview for 60 minutes.

• Based at NAPSC and reporting to the training Manager - support Production Engineering training team with administrative duties as follows:
• Setting up & scheduling classes in training TLC software
• Review & improve power-bi reporting of training classes
• Preparing & organizing student hand outs for training classes
• Support requisition & purchase order input, processing, expediting
• Create and track procurement requisitions using information from the engineering teams on project work or operational activities.
• Support the shipping & receiving of equipment, hardware & parts
• Handle administrative tasks including mail, catering for meetings, conference room scheduling as requested, and maintenance and ordering of office supplies
• Coordinate travel including occasional complex group travel through Toyota travel systems or externally as needed
• Plan and coordinate complex meetings in-person and virtually as requested by the management team
• Support expense reporting, and invoice processing in a timely manner per standards, ensuring correctness at each phase
• Track business expenses and support corrections on invoicing and forecasting.
• Distribute electronic announcements, information, reports, or other documentation on behalf of the mgmt. team
• Coordinate administrative internal change impacts, example: seating arrangements
• Coordinate special activities, example: recognition and morale events like birthdays, yearly kick-offs, etc.

• Some college in a related business or technical field (examples: accounting and finance, business, math, etc.)
• 1+ Years of relevant administrative experience
• Proficient with Microsoft products (Excel, PowerPoint, Word, Outlook, Teams).
• Ability & willingness to work up to 5% overtime
• Ability & willingness to travel up to 10%, both domestically & internationally (Japan)

• 2 Year associate’s degree in business or technical field (examples: accounting and finance, business, math, etc.), completion of a trade school, or 3+Years relevant administrative experience, preferably in a corporate environment
• Experience administrating meetings within Microsoft Teams and other virtual meeting platforms
• Experience in using SAP/Ariba procurement
• Past motor vehicle experience any department