General Affairs Specialist

Mobis North America•Toledo, OH

About The Position

Handle day-to-day company events, office management, travel arrangements, physical security, and company property management at the direction of the General Affairs Manager.

Requirements

High school diploma or equivalent required.
Data entry and document management skills required.
Strong communication and interpersonal skills required.

Nice To Haves

Bachelor’s Degree in Business Administration, Human Resources, Public Administration, and/or Finance preferred.
Proficiency in MS Office Suite preferred.
Familiarity with ERP systems preferred.
3+ years in General Affairs, Human Resources, or administrative roles preferred.
Experience working with cross-functional teams preferred.

Responsibilities

Arrange catering, events, entertainment, seating, etc. for company events.
Coordinate preparations for visitors, meetings, and VIPs.
Assist with HMA Car Lease: placing orders, returning vehicles, distributing lease information, calculating monthly invoice information for Finance & Payroll, managing insurance coverage updates, payments, and assisting with insurance claims for leased vehicles. Responsible for reporting MVR, driver points, etc. to HMA and reporting vehicle changes to the insurance agency.
Process invoices/expenses in SAP and One Mobis (as needed).
Arrange apartment leases for long-term visitors and negotiate best prices for furnished apartments.
Order postage stamps, distribute mail, prepare FedEx shipments and pickups, and order beverage supplies.
Provide vending services for employees and address any related issues.
Take annual inventory of office furniture, ensure all is accounted for, and add new furniture to inventory.
Oversee physical security, janitorial services, and landscaping.
Communicate facility repair needs to maintenance or vendors.
Process property and general liability insurance payments monthly or quarterly, and assist with renewals and issues.
Receive travel requests and arrange flights, rental cars, and hotel accommodations.
Order supplies for all printers/copiers and request repairs for main office units. Assist with contract negotiation for copiers/printers.
Assist in negotiating prices and/or contracts with vendors/companies utilized by General Affairs.
Order and track cell phones issued to plant employees/contractors. Reset passwords, perform administration functions, and troubleshoot technical issues. Assist with cell phone contract negotiation. Provide company cell phone policy to employees and ensure they sign to acknowledge understanding and compliance.
Routinely update the plant contact list with phone/email changes.
Create, edit, and print business cards and nameplates for employees as needed.
Manage utilities, recycling, and waste management, including tracking, verification, processing payments/reimbursements, and contacting vendors for pickups.
Purchase, arrange installation, and manage audio visual equipment for conference rooms.
Purchase, arrange installation, and manage CCTV for the facility and access to cameras.
Manage all access controls and program proper badge access for employees.
Manage and track the entry and exit of IT assets (e.g., laptops).
Manage visitors, including electronic sign-in, placing security stickers on electronic devices with cameras, and keeping records of all visits and devices entering/exiting the facility.
Manage tracking logs for visitors and shipping & receiving trucking logs for security purposes and audits.
Enter activity data monthly into HQ Greenhouse gas Management System (MGMS).
Perform any other tasks assigned by leadership.