CW Department Admin (99W203)

Description:
CDPF is looking for a department assistant who can perform additional responsibilities of:
Litigation inquiry support to TL1 (Toyota Legal One) and management of litigation hold materials
Confirming Technical Report closure requirements (incl sending completion reports to TMC)
Manage the dept SharePoint as owner (includes support transition from S-drive)
eVA task assignment to related design teams within CDPF (Chassis Design and Platform Development)
Job requirements for additional responsibilities:
Prior experience collaborating with TL1 preferred.
Advanced knowledge of SharePoint preferred.
Good understanding of N-SMS and SMS-BR.
Ability to understand CDPF parts’ responsibility for any given project
Ability to review drawings and confirm the “responsible persons” related to TL1 requests
Correspondence with TL1 for litigation inquiries
Detail oriented
Ability to correspond with TMC to resolve matters related to Tech Report closures
Dept Assistant tasks:
Meeting arrangement and setup (i.e., weekly, monthly department meetings, department events).
Support CDPF executives and TMC visitors with business travel arrangements
New hire onboarding (incl access to Toyota systems) & Contractor/Design-in support
Manage office supplies, general facility/IS support, business card ordering etc
Manage Purchase Order process – PO Change Orders/PO Requisitions (new, updates, close, reconciliation to expenditures, vendor invoicing)
Monthly accrual preparation, submission and reclass.
Budget & manpower tracking/reporting – enter estimates in T&P, provide input to make & manage the indirect budget, operate T-Dash to support GM for manpower tracking
Manage the org charts, seating charts (incl WISP updates)
Support with mail management incl occasional shipping/receiving of packages
Evacuation list maintenance
Participate in department administrative staff support meetings; provide administrative and secretarial backup for other Department Assistants as needed.
Assist annual FADAR (Fixed Assets) maintenance activities.
Coordinate department lunch, retirement, family event recognitions.

Requirements:
Job requirements:
Bi-lingual (Japanese-English) preferred
Knowledge of SAP/Ariba preferred
4+ years of general office/department support experience.
Excellent verbal, written and interpersonal skills to work effectively with Design Engineers and related departments for problem resolution
Mindset to provide customer service to all downstream people/processes
Work well in team setting
Flexibility to quickly accommodate changes with ability to manage multiple projects simultaneously
Self-motivated and detail oriented
Able to work flexible hours when required by workload
Perform other duties as assigned
Advanced knowledge of MS Outlook, Word, Excel, PowerPoint.