What are the responsibilities and job description for the Administrative Assistant position at UTAC?
Company Description
UTAC is a market-leading international group in digital & sustainable mobility, customisable testing solutions, customisable testing systems, vehicle engineering, homologation, regulatory advice & expertise, certification, training, corporate events and classic & sportscars festivals.
The Group provides services and systems to customers in the various sectors: mobility, transport, tyre, petrochemical, agriculture and defence industries. UTAC operates test centres and laboratories in France (including the official Euro NCAP facility), the UK, USA, Finland, Morocco, and Germany; it has subsidiaries in China, Korea and Japan. UTAC employs around 1300 people across its various locations.
As a group we share a strong and clear vision to deliver safe and efficient solutions and systems to our customers. We are proud and confident in our heritage, our capabilities and our people and believe that by creating a culture where individuals feel they can make a difference and enjoy coming to work, we can deliver the best possible service to our customers.
Our core values of Expertise, Innovation and Integrity provide a clear daily guide to how we work together safely, as one team, helping each other to succeed.
Job Description
The Administrative Assistant provides essential support to ensure the smooth operations between UTAC's Certification Department and the client. This role involves a variety of administrative tasks, including assisting with supplier invoices, support onboarding of locally sourced auditors, issuing certificates and certification letters to clients, and maintaining and improving customer satisfaction. The ideal candidate is highly organized, detail-oriented, and possesses excellent communication skills.
Clients
- Maintain and improve customer satisfaction
- Liaise with clients on their audits
- Drive customer satisfaction survey results
Operations
- Lead the deployment and continuous improvement across SQCDP
- Identify and select auditors to perform audits
- Maintain the DIAMS database (certification application)
- Maintain the POV process, ensuring quotations, recertification reviews, etc., are available for decision-making with the support of the US Certification Manager & Head of Certification
- Support the onboarding of locally sourced auditors where necessary
- Issue certificates and certification letters to clients
- Lead the process for outstanding tasks in the certification application IT (DIAMS)
Finance
- Assist with supplier invoices
- Chase invoices that are over the 30-day payment agreement
- Assist with identifying improvements to maintain budgets and financial targets
Qualifications
- High school diploma or equivalent; associates degree preferred
- Minimum of 3 years experience in an administrative role is required
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment (printers, scanners, etc.)
- Strong verbal and written communication skills
- Excellent organizational and time-management skills
- High level of accuracy and attention to detail
- Ability to work well with others and provide excellent customer service
- Ability to handle various tasks and solve problems efficiently
- Ability to handle sensitive information with discretion
- Willingness to adapt to changing priorities and handle multiple tasks
Additional Information
Remote work may be performed a maximum of 10 days per calendar month. However, the number of days should never exceed 3 days per week. This number of days is not cumulative and does not carry over from one month to the next.
Individuals requesting formal remote work arrangements must be employed with UTAC for a minimum of 30 days of continuous, regular employment and must have a satisfactory performance record.
All your information will be kept confidential according to EEO guidelines.
