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General Affairs Analyst

Date: Aug 9, 2019

Location: Irvine, California, US

Company: KIA Motors America

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 100% 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 TTCs), 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 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 KMA’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

Priority 1st - 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

Priority 2nd -20%

Contract, Budget & Vendor Management: Assist with the preparation/execution of contract and lease terms with vendors and submit KMA Legal Assistance Request Portal (LDAR) contracts per purchasing policy. Assist with budget management through tracking and assisting in processing PR/PO’s and providing various tracking documents as needed. Assist with on-going tracking of corporate insurance programs.

Priori ty 3rd - 20%

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

Priority 4th - 20%

Facility Initiatives Support:

Assist with Life & Safety meetings, scheduling safety trainings, monitor Business Continuity Planning (BCP) & other compliance needs. Ensure compliance of Security Policy for all team members and onsite vendors.

Priority 5th - 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
  • Internship or entry level office experience required.
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
Collaboration
Customer
Globality
People
Adapting to Change
Championing Customer Needs
Communicating Effectively
Delivering High Quality Work
Entrepreneurial Thinking
Managing Resources

 

Equal Employment Opportunities

KMA 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.  KMA complies with applicable law governing non-discrimination in employment in every location in which KMA has offices.  The KMA 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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