Administrative Specialist

Kubota•Grapevine, TX

About The Position

BASIC PURPOSE AND SCOPE OF POSITIONProvide department support and advanced vocational administrative assistance to a senior director/division manager and employees in all functional areas. PRINCIPAL ACTIVITIES: This position does the following in accordance with all applicable Federal, State and local laws / regulations and the Company’s policies, procedures and guidelines: Sales Support: Typing, filing, preparing reports, fulfilling any requests from District Managers and Division Manager.Discount Processing: Process discounts through Incentive Automation system, or through SAP. Be familiar with all current Sales Bulletins, and all basic rules of incentives.Accounts Payable: Ensure all bills are signed by the correct supervisor, coded properly, and given to appropriate Manager for signature.Administrative Support: Provide support to Sales, Service and Parts Departments as needed.Google forms: Create and process as needed. Miscellaneous: Order supplies for Division personnel, copy machine maintenance, mailroom upkeep, and special projects as assigned.Division Activities: Help coordinate holiday, summer and employee moral events.Sales Policy: Process all sales policies and transfer to the joint spreadsheet for corporate review. Communicate: Email/verbally with the dealers in relationship to incentive processing and any other dealer related inquiries.Additional duties as required by management.

Requirements

Associate’s degree preferred.
3 years related experience required.
Ability to use a computer to enter and/or retrieve information.
Proficiency using Microsoft Word, Excel, Access and PowerPoint, and the ability to quickly learn and use other software packages.
Ability to perform basic mathematical calculations, addition, subtraction, multiplication, division, use of fractions and percentages.
Effective verbal and written communication skills.
Excellent customer relation skills.
Good time management skills and ability to multitask.

Responsibilities

Sales Support: Typing, filing, preparing reports, fulfilling any requests from District Managers and Division Manager.
Discount Processing: Process discounts through Incentive Automation system, or through SAP. Be familiar with all current Sales Bulletins, and all basic rules of incentives.
Accounts Payable: Ensure all bills are signed by the correct supervisor, coded properly, and given to appropriate Manager for signature.
Administrative Support: Provide support to Sales, Service and Parts Departments as needed.
Google forms: Create and process as needed.
Miscellaneous: Order supplies for Division personnel, copy machine maintenance, mailroom upkeep, and special projects as assigned.
Division Activities: Help coordinate holiday, summer and employee moral events.
Sales Policy: Process all sales policies and transfer to the joint spreadsheet for corporate review.
Communicate: Email/verbally with the dealers in relationship to incentive processing and any other dealer related inquiries.
Additional duties as required by management.