Customer Services Administrative Specialist
About The Position
Overview Who we are Collaborative. Respectful. A place to dream and do. These are just a few words that describe what life is like at Toyota. As one of the world’s most admired brands, Toyota is growing and leading the future of mobility through innovative, high-quality solutions designed to enhance lives and delight those we serve. We’re looking for talented team members who want to Dream. Do. Grow. with us. To save time applying, Toyota does not offer sponsorship of job applicants for employment-based visas or any other work authorization for this position at this time. Who we’re looking for Toyota’s Boston Region is looking for a passionate and highly-motivated Customer Services Field Administrator. Reporting to the Customer Services Operations Manager, the person in this role will support the Customer Service Operation department's objective to provide administrative support, and exceptional customer service to dealership personnel or Toyota owners that contact the regional office. What you’ll be doing Utilizing problem-solving skills needed to help manage business priorities and prepare monthly parts and service performance and ranking reports from different data sources. Organizing, compiling, and disseminating Parts and Service incentive tracking and ranking data to Area and dealership personnel. Work closely with TMNA Warranty department to process dealership left-off appeals, service history updates, and other inquiries. Working with the District Service and Parts Managers in the communication, gathering of documents, submission, and finalization of all dealership warranty labor rate increase requests. Handling administrative tasks for Customer Services Operations department meetings, including attending local meetings, preparing meeting recap notes, assisting with event planning, catering, and conference room scheduling. Helping to facilitate inquiries and requests from dealership Program Coordinators related to training and certification. Managing dealership correspondence, including preparing and sending monthly Customer Service letters and emails and archiving files for the department. Completing budget-related activities, such as budget tracking, monitoring and reconciling expenses, and processing technical and misc. billing to parts statements. Supporting team members in the office when projects & initiatives require additional resources.
Requirements
- Associate's degree or higher or equivalent professional work experience
- Strong MS Outlook, Excel, Word, and PowerPoint skills
- Excellent organizational skills
- Strong ability to multi-task on a variety of projects
- Strong knowledge of supporting departments, organizations with operations policies and procedures
- Experience with catering or coordinating meetings/luncheons
Nice To Haves
- Automotive experience at either the corporate or regional level
- Tableau and/or Power BI Experience
- Experience with creative design platforms (Canva, Publisher, iMovie, PowerPoint, etc.)
Responsibilities
- Utilizing problem-solving skills needed to help manage business priorities and prepare monthly parts and service performance and ranking reports from different data sources.
- Organizing, compiling, and disseminating Parts and Service incentive tracking and ranking data to Area and dealership personnel.
- Work closely with TMNA Warranty department to process dealership left-off appeals, service history updates, and other inquiries.
- Working with the District Service and Parts Managers in the communication, gathering of documents, submission, and finalization of all dealership warranty labor rate increase requests.
- Handling administrative tasks for Customer Services Operations department meetings, including attending local meetings, preparing meeting recap notes, assisting with event planning, catering, and conference room scheduling.
- Helping to facilitate inquiries and requests from dealership Program Coordinators related to training and certification.
- Managing dealership correspondence, including preparing and sending monthly Customer Service letters and emails and archiving files for the department.
- Completing budget-related activities, such as budget tracking, monitoring and reconciling expenses, and processing technical and misc. billing to parts statements.
- Supporting team members in the office when projects & initiatives require additional resources.
Benefits
- A work environment built on teamwork, flexibility, and respect
- Professional growth and development programs to help advance your career, as well as tuition reimbursement
- Team Member Vehicle Purchase Discount
- Toyota Team Member Lease Vehicle Program (if applicable)
- Comprehensive health care and wellness plans for your entire family
- Toyota 401(k) Savings Plan featuring a company match, as well as an annual retirement contribution from Toyota regardless of whether you contribute
- Paid holidays and paid time off
- Referral services related to prenatal services, adoption, childcare, schools, and more
- Tax-Advantaged Accounts (Health Savings Account, Health Care FSA, Dependent Care FSA
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
