What are the responsibilities and job description for the Administrative Assistant position at Applus IDIADA?
Company Description
Applus IDIADA is a global partner to the automotive industry, supporting its clients in their product development activities by providing design, engineering, testing and homologation services. As a TOP Employer certified company, we have a large team of more than 3000 professionals drawn from over 22 countries, as well as an international network of subsidiaries and branch offices in 25 countries which ensures that our clients get customized, added-value solutions. IDIADA offers you the opportunity to develop a career in one of the worldwide leading automotive engineering companies.
At Applus IDIADA we are looking for talent to help us shaping the mobility of tomorrow with safer, more efficient, and sustainable vehicles. With presence in 22 countries, we offer job positions around the world and internal / transversal mobility within the company. The automotive sector is currently living a moment of deep technological change. At IDIADA, we focus on constant innovation to adapt our services’ portfolio to an ever-changing environment. Therefore, as part of our team, we expect you to be dynamic and eager to learn and grow with us.
If you want an opportunity to challenge yourself and enhance your technical skills, to work in a thriving environment and to work alongside world-leading experts, then apply for one of our vacancies.
Job Description
In this position you will be responsible for all the booking and travel arrangements for the company. The Administrative Assistant will report to the department manager.
The position can be based out of Corona, CA or Adelanto, CA.
Responsibilities:
- Provide prompt support to all team members.
- Responsible for sourcing flights, hotels, car rentals, and other accommodations as needed and based on schedules and costs.
- Issue credit card authorizations.
- Resolve scheduling conflicts (problems, complaints, refunds) and other issues as they come up.
- Handle calls and emails from traveling team and drivers.
- Proactively provide feedback for purchasing requests to team members.
- Positive and professional attitude.
- Help resolve administrative problems.
- Consult with finance team for payments received.
- Book and/or upload trip expenses or other documents into the system.
- Maintain financial records for each traveler.
- Greet visitors and provide them with a hospitable experience.
- Arrange lunches (as applicable)
- Ensure reception area, kitchen and conference rooms are tidy.
- Prepare communications, such as memos, emails, invoices, reports and other correspondence as requested.
- Filing, scanning, copying and maintain filing systems (electronic or paper)
- Coordinate mail flow.
- Shipping and receiving coordination and shipment tracking. Must be able to lift 30 lbs.
(Note: These tasks are not intended to be all-inclusive. You may perform other related duties as required to meet the ongoing needs of the company).
Essential Job Functions:
- Follow all company policies and procedures.
- Must be able to stand, bend, kneel, sit for lengthy periods and use hands for various functions such as typing and using various hand tools.
- Must be able to work from hand-written data sheets and memos.
- May require heavy lifting at times.
- Maintain a clean office area and work environment.
- Must be able to stand and crouch for filing purposes.
- Must be able to work overtime and occasional weekends.
Qualifications
Knowledge Required:
- Knowledge of computers, printers & related peripheral
- Knowledge and understanding of various computer software, to include but not limited to, WORD and EXCEL.
- Experience with SAP highly preferred.
Experience and Education:
- Minimum of a high school diploma, two (2) year college degree or technical school preferred.
- Minimum of two (2) years work experience as a secretary, administrative assistant, etc.
- A combination of experience and/or education is acceptable.
Additional Information
APPLUS IDIADA is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate based on race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.
Job Type: Full-time
Benefits:
- Health Insurance (100% Premium costs paid by Company)
- Voluntary Dental insurance
- Voluntary Life insurance
- Voluntary Vision Insurance
- Paid time off
- 401K (4% Company Match)
Schedule:
- Monday to Saturday
Applus IDIADA is committed to equality, diversity and inclusion. We don’t put limits on you, so don’t put limits on yourself either. There is a place for everyone.
