Administrative Service Rep - US

Volkswagen Group; Libertyville (IL); On-site; USD 35,000 - 48,000; Full time

Job summary

Volkswagen Financial Services is seeking an Administrative Services Representative to manage the daily mailroom operations at the Automotive Service Center in Libertyville, IL. The role also covers purchasing and maintaining office and janitorial supplies, with back-up support for other administrative tasks.

Responsibilities include processing incoming/outgoing mail, logging checks, ensuring postal compliance, and assisting with copier/printer support.

Qualifications

• 2-3 years in an office administrative capacity.
• High school education or equivalent.
• Bachelor’s Degree preferred.

Responsibilities

• Process daily incoming mail from US Post Office, Fed Ex, UPS and other providers; sort and distribute to departments.
• Prepare outgoing mail; collect mail from departments and affix postage; prepare certified and bulk mailing.
• Prepare and mail various correspondence including mechanical inserting and customer/dealer mailings.
• Log incoming checks and forward to Cash Control; log unprocessable checks and return to customers with notices.
• Maintain knowledge of postal and vendor regulations; monitor postage levels and request funds as needed.
• Prepare items per provider regulations and ensure timely pickup/delivery of mail/packets.
• Manage office/janitorial supplies; stock printers; order special items; oversee mail room operations; obtain quotes.

Skills

Collaboration

Multitasking

Follow-up

Communication

Customer focus

Attention to detail

Education

High school diploma

Bachelor’s Degree

Job description

Volkswagen Financial Services, a wholly-owned subsidiary of Volkswagen Group, is the trusted key to mobility for its brand partners. We are committed to supporting the Audi, Ducati, and Volkswagen brands and their Dealers, specializing in providing accessible mobility solutions for its Customers. The company’s offerings include Retail Leasing, Retail Financing, Commercial Financing for new and used vehicles, and End-of-Term vehicle disposition.

Brief Role Description

This position is Career Level 15S and located in Libertyville, IL with a Role Classification of Fully On-Site.

Role Summary

The Administrative Services Representative is responsible for the daily operation of the mailroom functions at the Automotive Service Center. In addition, the position is responsible for the purchase, distribution and maintenance of company office and janitorial supplies, and provides back-up services for other administrative functions.

Responsibilites within this Role

Operational Duties 90%

• Process daily incoming mail from US Post Office, Fed Ex, UPS and other providers. Includes sorting and distribution of all mail to each department in an accurate and timely manner.
• Preparation of all outgoing mail. Includes collection of mail from all departments and affixing appropriate postage, preparation of certified and bulk mailing.
• Preparation and mailing of various correspondence. Includes the following:
• Mechanical inserting and mailing of customer and dealer mailings.
• Sending Notice of Sale (NOS) certified letters for the Collections Support team.
• Log incoming checks and forwards to Cash Control for processing.
• Log incoming checks that cannot be processed (not signed, incorrect payee) and returns to customer with appropriate letter provided by Support department.
• Responsible for maintaining a thorough knowledge of postal and other vendor regulations. Also responsible for postage levels and requesting additional funds when low.
• Responsible for preparing items per FedEx, UPS, DHL, and other providers regulations and standards, ensuring timely pick and delivery of overnight, next day and two day delivery letters and packages.
• Responsible for office and janitorial supply levels and replenishment, monitoring of network printers and stocking needed printer supplies, ordering of special or unique items and organization/operation of the mail room. Includes administering competitive pricing on orders from vendors. Opens helpdesk tickets for copiers/printers when needed.
• Verifies office and janitorial supplies delivered by vendors and processes invoices as needed.
• Responsible for keeping the mail and office supply areas neat and clean.
• Responsible for providing assistance with other administrative tasks as needed
• Other duties as assigned.

Strategic Duties 10%

• Periodic evaluation of the Mail Services Department, analyzing operations and implementing improvements to existing practices

Qualification requirements

Years Of Relevant Exp

• 2-3 years in an office administrative capacity

Required Education

• High school education or equivalent

Desired Education

• Bachelor’s Degree

Skills

• Collaboration, team-oriented
• Very strong background in multi-tasking and time management
• Must have extremely strong follow up skills
• Effective communication skills
• Customer focused
• Attention to detail

Volkswagen Financial Services is an Equal Opportunity Employer. We welcome and encourage applicants from all backgrounds, and do not discriminate based on race, sex, age, disability, sexual orientation, national origin, religion, color, gender identity/expression, marital status, veteran status, or any other characteristics protected by applicable laws.

This role description is a guideline and does not create contractual rights between the Company and any of its applicants. The Company does not enter into any type of employment contract, implied or written, with its applicants regarding job security.

This Organization participates in E-Verify. We maintain a drug free workplace and perform pre-employment substance abuse testing.