Region Coordinator

Mazda•Irvine, CA

About The Position

The Region Coordinator provides administrative support to the Region General Manager (RGM), including management of the RGM’s active calendar and coordination with the region management team. The position also supports travel, budgets, meetings, employee expenses, records retention, office administration, and special projects. In addition, the coordinator assists with the region’s company vehicle program, including requests, disposition, licensing, and vehicle pickups.

Requirements

Associate degree or equivalent experience.
At least 2 years of relevant work experience.
At least 1 year of work experience in an administrative role.
Exceptional computer skills, including intermediate or higher proficiency in Microsoft PowerPoint, Excel, Word, Outlook, and other Mazda business applications.
Ability to communicate effectively and efficiently, orally and in writing, with all levels of management, customers, dealers, and vendors.
Strong interpersonal skills and ability to form and maintain effective working relationships.
Strong planning and organizational skills and attention to detail.
Demonstrated track record of providing high-level management support.
High level of professionalism.
Ability to work under pressure, meet deadlines, manage several priorities in a day, and be dependable, adaptable, self-motivated, and creative.
Ability to handle and maintain the confidentiality of highly sensitive information.

Nice To Haves

Executive-level support experience is strongly preferred.

Responsibilities

Manage the Region General Manager’s calendar and coordinate schedules with the region management team.
Prepare broadcast messages, region announcements, and management memos.
Coordinate annual budget setting and monthly tracking for regional departmental G&A budgets; analyze variances and initiate corrective action with the finance department when necessary.
Coordinate Outlook calendars, reserve conference rooms, schedule and set up meetings, prepare meeting amenities, make restaurant reservations, and coordinate catering.
Reconcile purchase card charges to budget codes and prepare or review regional employee expense reports.
Serve as Regional Champion of the Record Retention Policy.
Maintain office supplies inventory, place and expedite orders, and verify receipts.
Answer telephone calls, provide information, and handle sensitive issues using sound independent judgment.
Arrange detailed travel plans, itineraries, and agendas, and compile documents for travel-related meetings.
Coordinate with HR to collect new-hire paperwork.
Perform routine administrative functions, including filing, scanning, processing incoming mail, preparing ad hoc reports, processing bills and invoices, and maintaining employee and dealer contact information.
Assist the Regional Operations Manager with company vehicle program management and vehicle disposition, including pricing within MNAO policies and guidelines.
Fulfill company vehicle requests for region staff from current inventory or by ordering new vehicles.
Process license plates and file for non-operation for region vehicles to avoid penalties.
Coordinate company vehicle pickups for region employees and auctions.