Office Admin; SAP

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To provide administrative support to the General Manager and to coordinate vendor services for the maintenance and operations of the Regional Office; act as Regional liaison for Human Resources and HAEA.

• 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 for 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.
• Has the authority to issue individual codes to access the Region building.
• Has the authority to call and schedule maintenance on office equipment and building issues.

• Must be a high school graduate
• 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,…