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General Affairs Administrator

Date: Oct 9, 2021

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 position will work closely with the Corporate Administration Manager to project manage the coordination and management of Corporate Events, team meetings, and other ad hoc meeting requests throughout the organization.  This role will manage the company mobile communication program and provide support to team members as needed, as well as manage the company travel program (with the partner, Egencia), provide support with departmental budget including invoicing and reporting, assist with RFP processes, and collaborate with the HR team for new hire on-boarding.  The role will assist with the management of all GA vendors, including but not limited to the Café, the gym, and the mailroom. 

Major Responsibilities

Priority Major Responsibility %
1st Mobile communication program:  Manage vendor and oversee contract negotiations with AutoEver. Manage the distribution of mobile equipment and assist team members in phone setup. Troubleshoot problems with equipment and/or service. Monitor monthly data usage and enforce the Mobile Device Policy. Stay on trend with industry best practices and spearhead new technology initiatives (e.g., BYOD program). 30%
2nd Travel program management: Manage vendor (Egencia) and oversee contract negotiations. Work with team members on system training, troubleshooting, booking travel, and best practices as needed.  Complete monthly travel reconciliation.  25%
3rd Ad Hoc: Assist with other projects related to insurance, the  gym, Waterfront Café, breakrooms and breakroom supplies, subscription management, office supplies, asset tracking, team member condolence gifts, policy updates, preparing team member communications, Intranet & Teams postings and Intranet site maintenance, General Affairs programs and systems (Adobe Sign, ESM, e-certify, etc.), and support regional administrators & technical training centers as required. 20%
4th Event Planning: Assist with the project management and coordination of Corporate Events, Team Member meetings, and other team member events including but not limited to planning, vendor and contractor management, budgeting, and execution. 15%
5th Departmental budget tracking: Process all assigned invoices in a timely manner, maintain, and compile multiple reports for department’s various accounts and monthly budget analysis and accruals.  PR creation for department expenses. Ad hoc reporting and monthly credit card reconciliation.  10%

 

Education/Certification

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

Overall Experience

  • Minimum 3-5 years office support/business administration responsibilities required.
  • Working knowledge of mobile device usage required.
  • Finance and project management background preferred.
  • Vendor management and contracts administration desired.

Directly Related Experience

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

Skills

Must have excellent verbal and written communication 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

Project Management
Planning
Customer Service
Utilizing Feedback
Prioritizing and Organizing Work
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

 

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.


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Nearest Secondary Market: Los Angeles

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