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General Administration

2 months ago

Oshawa, Canada Raise Full time

**Summary**:
The main function of an office coordinator to supervise and coordinate the activities of office workers. A typical office coordinator is responsible for general project and office management, including a substantial variety of correspondence, records and accounts.

**Responsibilities**:

- Develop and maintain a system for managing office routine.
- Plan, conduct, monitor and evaluate projects.
- Prepare reports and conduct presentations.
- Interface with external business units.
- Maintain technical expertise and procedural knowledge.
- Maintain supervision of advised of work in process.
- Assume operational assignments as a working member.
- Coordinate and monitor special or unusual projects.
- Develop and present data to various members of the organization.
- Solve problems and develop new methods off analysis
- Assumes managerial responsibilities
- Attend meetings and disseminate information to makes suggestions for future development

**Skills**:

- Verbal and written communication skills
- Ability to maintain high level of confidentiality.
- Intermediate knowledge of Microsoft Word, PowerPoint and Excel - Intermediate.
- Strong interpersonal and customer service skills.
- Strong leadership skills.
- Ability to handle multiple projects simultaneously and meet deadlines.
- Strong planning, time management and organization skills.
- Strong analytical and research abilities.
- Ability to work in a team environment.
- Data and document management experience.
- Ability to operate office machinery.
- Knowledge of corporate/unit policies and procedures
- General knowledge of mainframe systems and/or of technology in areas to which assigned.

**Education/Experience**:

- High School Diploma, GED, or equivalent experience required.
- College degree or equivalent training preferred.
- 5-7 years of experience required.

**Responsibilities and Duties**
- Sales/Service: Professionally and effectively communicate GM’s fleet solutions to existing and new customers, build and establish relationships with government decision makers and key influencers, organize and participate in customer facing meetings, trade shows, various corporate customer events, etc.
- Tendering: Review/interpret tender requirements, develop proposal outline, identifying potential concerns and business risks, coordinate response with legal counsel, accounting and finance. Completes due diligence on compliance and tender content with legal counsel and finance. Completes tender submission of vehicle builds and pricing. Submission of tender with attention to content accuracy, deliverables, adherence to terms and conditions and due dates.
- Ordering: Verify purchase orders and record relevant billing, dealer and location details; enter order details in OrderWorkBench (OWB); update Fleet Tender System (FTS) with tender/quote specific item details and pricing; associate order details and upload to BARS for invoicing purposes, issue dealer delivery and upfitter work order communications; coordinate special moves and redirects by request;
- Quoting: Provide non-tendered vehicle quotes via Autobook for direct custom inquiries. Collaborate with product and service managers to educate customers on standard equipment and available options. Search dealer inventory and coordinate off-lot purchases to fulfill immediate requirements.
- Reporting: Produce and monitor weekly/bi-weekly/monthly order, transportation and delivery Status reports for customers, business team, dealers and upfitters. Assist with month end sales reporting.

**Quality Measures**
- Order Accuracy: High degree of order accuracy for vehicle content and delivery locations. If order errors occur the Government Manager must be informed immediately.
- Timely Ordering: Orders must be placed within five business days of receiving purchase orders or when Fleet Order Entry begins. For PO’s issued less than five days prior to final fleet order entry orders must be placed immediately.
- Transportation Tracking: Transportation tracking must be completed and submitted to Manager on a weekly basis.
- Upfitters: Working with upfitters to ensure vehicles are being processed in a timely manner. Communicate completion dates to Customers and Managers on a weekly basis.
- Government Delivery Deadlines: Provide Customers and Government Manager with delivery status reports 90, 60, 45, 30 and 15 prior to government yearend delivery deadlines. If vehicles will not make order delivery deadlines the Customers/Manager must be informed at each of these touch points.
- Tender Submissions: Ensure all tenders are accurately completed, reviewed, approved and submitted on time.

Hybrid Office Work - Minimum 3 days a week in the office (Oshawa location) with occasional meeting at the Markham office

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