Office Support Specialist

Toyota Industries • Greenfield, IN

8d

About The Position

The Office Support Specialist processes accounts payable for the Supply Division and provides administrative oversight for the Custom Automation group, as well as time reporting and general facility support. The role supports the team by accurately processing financial and administrative work, maintaining readiness of shared spaces, coordinating services and visits, and helping employees with travel and expense processes. The position requires organization, initiative, clear communication, teamwork, and a service-oriented approach in a fast-paced, changing environment. No travel is required.

Requirements

• Very efficient and accurate data entry and use of computer accounting systems, with strong attention to detail.
• Superior organization skills and ability to prioritize and route workflows appropriately.
• Positive attitude, respect, and teamwork.
• Motivated self-starter with a high level of commitment and ownership.
• Practical experience with ERP software and general Microsoft Office products.
• Strong work ethic and commitment to the business.
• Positive, energetic attitude and teamwork with all customers.
• Ability to work well with a diverse group of peers.
• Professional-level written and verbal communication and interpersonal skills.
• Ability to anticipate team needs, communicate clearly with coworkers about issues, and work independently.
• Must be eligible to work in the USA long term without sponsorship.

Nice To Haves

• Experience with Microsoft Dynamics 365 ERP.

Responsibilities

• Follow applicable QMS workflows and corporate policies, and maintain the ISO-certified documented system.
• Process accounts payable using Dooap AP automation software, emphasizing accurate cost entry, early-payment discounts, savings, and risk mitigation.
• Cross-train as a backup for the manufacturing accounting team.
• Batch and post timesheet entries for revenue recognition through project accounting.
• Prepare and publish departmental communications for divisional and company-wide distribution.
• Track vendor returns to ensure credits are issued properly and on time.
• Coordinate uniform services, including sizing new employees, checking billing accuracy, and updating service for staffing changes.
• Maintain the lobby and meeting rooms, prepare for visits, and keep spaces ready for use.
• Assist non-travel-based employees with travel arrangements and provide training on employee travel and expense reports in Concur.
• Code, reconcile, and enter credit-card expense reports in D365.
• Help organize company events and coordinate customer and professional, community, or school organization visits.
• Serve as the point person for service contracts, including planned maintenance, cleaning, coffee service, copiers, lawn care, and snow removal.
• Help preserve company resources, including conference rooms, printers, and computers.
• Complete assigned tasks and reporting efficiently and on time, communicate issues to coworkers, work independently, and take on additional duties as directed.
• Follow information security policies, protect confidential data, complete required training, and report suspected security incidents.

Benefits

• Health, dental, and vision insurance
• 401(k) retirement plan with company match
• Vacation and holiday pay
• Paid volunteer time off
• Tuition reimbursement
• Professional associations, conferences, and subscriptions
• Company meetings and events

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed