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Facilities Administrator

Date: Nov 13, 2022

Location: Irvine, California, US, 92606

Company: Kia America, Inc.

At Kia, we’re creating award-winning products and redefining what value means in the automotive industry. It takes a special group of individuals to do what we do, and we do it together. Our culture is fast-paced, collaborative, and innovative. Our people thrive on thinking differently and challenging the status quo. We are creating something special here, a culture of learning and opportunity, where you can help Kia achieve big things and most importantly, feel passionate and connected to your work every day.

Kia provides team members with competitive benefits including premium paid medical, dental and vision coverage for you and your dependents, 401(k) plan matching of 100% up to 6% of the salary deferral, and time off starting at 14 days per year. Kia also offers company lease and purchase programs, company-wide holiday shutdown, paid volunteer hours, and premium lifestyle amenities at our corporate campus in Irvine, California.

Status

Exempt

Summary

The General Affairs department is generally responsible for corporate administration and facilities management. This role is partly responsible for billing (corporate, regional and training centers), submitting and tracking PR/POs, invoice processing and budget tracking. The role will provide support to the facilities, business continuity and physical security manager, including assisting in project management of facility construction/renovation projects, as well as with the development and implementation of security and business continuity policies and procedures and training programs. This role will assist with submitting and tracking contract approvals through the company’s Legal Assistance Request Portal (LDAR), as well as assistance in tracking corporate insurance programs.  The position will also assist with the coordination of service tickets for facilities, safety and security requests.  

Major Responsibilities

1st Priority - 30%

Departmental budget tracking: Process facilities and corporate administration related invoices in a timely manner, maintain and compile reports for department’s various accounts and monthly budget analysis.  PR creation for department expenses with department approval 

2nd Priority - 30%

Contract, Budget & Vendor Management: Assist with the preparation/execution of contract and lease terms with vendors and submit Legal Assistance Requests through  LDAR in compliance with the purchasing policy. Assist with budget management through tracking and in processing PR/PO’s. Process all assigned invoices in a timely manner. Complete monthly budget analysis, accruals, and ad hoc reporting.  Assist with on-going tracking of corporate insurance programs.

3rd Priority - 10%

Facility (Campus/Regions/TTC) Support: Assist with facilities related work orders.  Support efforts around space planning at HQ. Support regional & training center relocations and facility maintenance issues, as they arise.  Invoice processing and generation, including monthly CAM billings for our subsidies.

4th Priority - 20%

Facility Initiatives Support:  Assist with Facilities Construction Projects, Life & Safety Program, scheduling safety trainings, monitor Business Continuity Planning (BCP) & other compliance needs. Ensure compliance of Security Policy for all team members and onsite vendors.

5th Priority - 10%

Ad hoc: Provide cross-functional support to Corporate Administration and Facilities, etc. as needed
 

Education/Certification

  • Bachelor’s degree or equivalent work experience in office administration and/or office management required.  

Overall Experience

  • 3-5 years office work experience.

Directly Related Experience

  • Excellent communication skills, both oral and written. 
  • Ability to work with others, across departmental lines, to organize, maintain and control the various tasks assigned.  
  • Strong customer service skills. 
  • Detail oriented and highly organized.

Skills

PC skills of MS Office, Word, PowerPoint, Adobe Pro.
Strong MS Excel skills.
Excellent communication skills required (written and oral)
Ability to interface with vendors and suppliers, as well as team members and inter- departmental co-workers.
SAP or equivalent system experience required.
Smartphone knowledge required.

Competencies

CHALLENGE - Solving Complex Problems
COLLABORATION - Building and Supporting Teams
CUSTOMER - Serving Customers
GLOBALITY - Showing Community and Social Responsibility
PEOPLE - Interacting with People at Different Levels

Pay Range

$50,800.00 - $66,100.00 

 

Equal Employment Opportunities

KUS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, ancestry, national origin, sex, including pregnancy and childbirth and related medical conditions, gender, gender identity, gender expression, age, legally protected physical disability or mental disability, legally protected medical condition, marital status, sexual orientation, family care or medical leave status, protected veteran or military status, genetic information or any other characteristic protected by applicable law.  KUS complies with applicable law governing non-discrimination in employment in every location in which KUS has offices.  The KUS EEO policy applies to all areas of employment, including recruitment, hiring, training, promotion, compensation, benefits, discipline, termination and all other privileges, terms and conditions of employment.

 

Disclaimer:  The above information on this job description has been designed to indicate the general nature and level of work performed by employees within this classification and for this position.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.


Nearest Major Market: Irvine California
Nearest Secondary Market: Los Angeles

Job Segment: Compliance, Facilities, Project Manager, Office Manager, Legal, Operations, Technology, Automotive, Administrative