Administrative Assistant

Job Title

Administrative Assistant

Responsible for managing billing, invoicing, procurement, and financial tracking for multiple projects, while ensuring accurate reporting and compliance with client requirements. This role involves data analysis, vendor onboarding, budget preparation, and KPI reporting, as well as supporting payroll, employee onboarding, and administrative processes. Strong collaboration, communication, and problem‑solving skills are essential to coordinate across departments and deliver timely, high‑quality results.

• Conduct all Billing and Invoicing activities in the corporate preferred accounting software/platforms.
• Mastery of Data Analysis programs such as Smart‑sheet, Excel, Hubble.
• Mastery of Accounting Software Programs such as Procure Plus, JDE.
• Collaborate in Vendor Onboarding process with C&W Vendor onboarding specialist.
• Master the onboarding and navigation of the Service Edge.
• Understand how to navigate Toyota's Procurement system to obtain documents related to the funding by Toyota.
• Create WOM codes for each project to appropriately track all costs and related spending on each unique project.
• Create and maintain a tracking sheet for Project Manager Requests related to WOMs and POs for all Project Team work.
• Create Purchase Orders for each unique vendor.
• Create and maintain a tracking sheet for all related deliverable metrics and KPI.
• Create and maintain a standardized tracking method for late and potentially late deliverables – with auto distributions and notifications.
• 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 branded method of reporting data and documentation related to reports, schedules, presentation and other deliverables.
• 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.
• Ability to work across several departments with multiple individuals to obtain information and solve problems related to project and reporting parameters.
• Ability to initiate conversations about potential issues in collaboration with Toyota Planning.
• Ability to understand, communicate and explain goals in a group setting (presentation skills).
• Ability to utilize communication and conflict resolution to encourage collaboration, including positive professional attitude, and maintaining composure under pressure.
• Ability to work with Toyota to identify solutions to specific challenges.
• Provide Management of documentation and files on each of C&W's preferred data platforms (Accounting, Procurement, Invoicing, and Construction Cloud).
• Creation of Quarterly Report Graphics based on KPI, Project Costs, Project Team Data and Deliverable tracking.
• Create and manage ad hoc requests for data compilation and visuals upon request.
• Ability to review scheduling, tracking and work assignments to assist Director of Operations with effective data management and analysis.
• Kronos
  • Payroll/Timesheet
• PTO Tracking
• Uniform Orders
• Supply Orders
• Onboarding New Employees
  • I9 Management
  • C&W Presentation for New Hires
  • Benefits
  • Direct Deposits
  • W4 Forms
  • Safety Forms
• Toyota Credentials
• Toyota Laptop Request
• Badge Renewals
• Badge Request
• Offboarding in Toyota systems
• Toyota Asset List
• Troubleshooting issues w/employees

Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance; flexible spending accounts; health savings accounts; retirement savings plans; life, and disability insurance programs; and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.

The…