Office Support Specialist

Toyota Industries Corporation•Greenfield, IN

About The Position

The Office Support Specialist processes accounts payable for the Supply Division and provides administrative oversight for the Custom Automation group, along with time reporting and general facility support. The role calls for a service-oriented team member who anticipates the needs of colleagues and supports the team. The position works within a fast-paced, changing environment and requires accurate, timely work, strong organization, independent task execution, professional communication, and effective collaboration. The role also supports office and facility operations, employee travel and expenses, company communications and events, customer and community visits, service contracts, and preservation of company resources. No travel is required for this position. Employees must follow information security policies, protect confidential data, complete required training, and report suspected security incidents.

Requirements

Very efficient and accurate data entry and computer accounting systems, with strong attention to detail.
Superior organization skills and the ability to prioritize and route workflows appropriately.
Positive attitude, respect, and teamwork.
Motivated self-starter with a high level of commitment and ownership.
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, interpersonal abilities, and clear communication with coworkers.
High level of organization and ability to work independently.
Willingness to learn and thrive in a fast-paced, quickly changing environment.
Must be eligible to work in the USA long term without sponsorship.
Must follow information security policies, protect confidential data, complete required training, and report suspected security incidents.

Nice To Haves

Practical experience with ERP software and general Microsoft Office products.
Experience with Microsoft Dynamics 365 ERP.

Responsibilities

Follow applicable QMS workflows and corporate policies, maintaining the ISO-certified documented system.
Process accounts payable using Dooap AP automation software, ensuring accurate cost entry and managing early-payment discounts, savings, and risk mitigation.
Cross-train to provide backup support 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 proper and timely credits.
Coordinate uniform service, including new-employee sizing, billing accuracy, and updates for staffing changes.
Maintain the lobby and meeting rooms and keep them ready for visits.
Assist non-travel-based employees with travel arrangements and provide support for Concur travel and expense-report training.
Code, reconcile, and enter credit-card expense reports into D365.
Assist with organizing company events.
Coordinate customer visits and visits by professional, community, and school organizations.
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.
Execute assigned tasks and report to management efficiently and on time.
Communicate clearly with coworkers about issues and work effectively with the team.
Carry out additional assignments and duties as directed.
Follow information security policies, protect confidential data, complete required training, and report suspected security incidents.