Office Support Specialist

Toyota Automated Logistics; Greenfield (IN); On-site; USD 25,000 - 33,000; Full time

Benefits offered by this job

Health, Dental, Vision Insurance

401(k) with company match

Vacation / Holiday Pay

Paid Volunteer time off

Tuition Reimbursement

Professional Associations, Conferences

Company Meetings & Events

Job summary

Toyota Automated Logistics seeks an Office Support Specialist to handle accounts payable processing and broad administrative duties for the Supply Division and Custom Automation group. The role emphasizes service to the team, organization, and accurate data handling in a fast-paced environment.

Responsibilities include following QMS workflows, processing invoices via Dooap AP, timesheet posting, and coordinating travel through Concur. Strong communication and teamwork are essential.

Qualifications

• Accurate data entry with attention to detail.
• Strong organizational and prioritization abilities.
• Positive attitude and teamwork.
• Self-starter with ownership and initiative.
• Experience with ERP software and Microsoft Office.
• Eligibility to work in the USA without sponsorship.
• Commitment to information security policies.

Responsibilities

• Follow QMS workflows and corporate policies.
• Process accounts payable using Dooap AP automation.
• Cross-train as back-up for the accounting team.
• Post timesheets for revenue recognition.
• Prepare department communications for division-wide distribution.
• Track vendor credits and ensure timely issuances.
• Assist in travel arrangements and Concur reporting.
• Maintain lobby, meeting rooms and office resources.
• Coordinate service contracts and vendor relationships.
• Support events and site visits.
• Ensure staffing changes are reflected in systems.

Skills

Data entry

Attention to detail

Organizational skills

Teamwork

Positive attitude

Self-starter

Microsoft Office

Tools

Dooap AP automation

Concur

D365

ERP software

Microsoft Office suite

Job description

Full-time/Part-time

Full-time

Job Description

Office Support Specialist

Job Overview:

The Office Support Specialist focuses on accounts payable processing for our Supply Division along with administrative oversight for our Custom Automation group. Focused duties, in addition to accounts payable, include time reporting and overall administrative support for the facility. A primary attribute to this position is having a servant's heart and supporting the team.

Job Functions:

• Follow our workflows (QMS) as applicable and corporate level policies - maintain ISO certified documented system.
• Process accounts payable through Dooap AP automation software, manage function for savings and risk mitigation - accuracy of costs entered to early pay discount with vendors.
• Cross train as support back-up for the manufacturing accounting team
• Batching and posting timesheet entries for revenue recognition through project accounting
• Prepare and publish departmental communication for divisional and company wide distribution
• Track returns to vendors to ensure proper and timely credits are issued.
• Facilitate uniform service, ensuring new employees are sized, billing accuracy, and updating for staffing changes
• Maintain lobby area and meeting rooms, preparation for visits, ongoing readiness
• Assist in travel arrangements for non-travel-based employees. Support employee travel and expense report training in Concur
• Credit Card expense report coding / reconciliation / entry into D365
• Assist in the organization of company events
• Coordinate customer visits and visits by professional / community / school organizations.
• Act as point person for service contracts, including planned maintenance, cleaning, coffee, service, copiers, lawn care and snow removal
• Assist in preservation of company resources: conference rooms, printers, computers, etc.
• Willingness to learn and thrive in a fast-paced quickly changing environment
• Professional level written and verbal communication skills and interpersonal abilities
• Efficient and timely execution of assigned tasks and reporting to management
• High level of organization and ability to work independently
• Servant heart - ability to anticipate what needs done to help our team
• Clear communication and interface with coworkers on issues that arise
• Work well with others on the team - have fun!
• Additional assignments and job duties as directed

Travel Requirements:

• No travel is required for this position.

Required Qualification s and Preferred Skills:

• Very efficient and accurate with data entry and computer accounting systems, attention to detail.
• Superior organization skills, ability to prioritize and route appropriate workflows
• Demonstrate positive attitude, respect and teamwork
• Motivated self-starter with a high level of commitment and ownership
• Practical experience with ERP software and general Microsoft Office products, Microsoft
• Strong work ethic and commitment to the business
• Positive, energetic attitude and teamwork among all "customers."
• Ability to work well with a diverse group of peers
• Must be eligible to work in the USA long term without sponsorship.
• Employees must follow all information security policies, protect confidential data, complete required training, and report any suspected security incidents to support our information security controls.

About Toyota Automated Logistics:

Toyota Automated Logistics is your global partner for integrated warehouse automation. Our team combines the talents of Bastian Solutions, Vanderlande's warehousing business and viastore under one brand to deliver scalable systems, intelligent software and life-cycle services.

In addition to exciting work at a growing company, we offer the following benefits:

• Health, Dental, and Vision Insurance
• 401(k) Retirement Plan with a company match
• Vacation / Holiday Pay
• Paid Volunteer time off
• Tuition Reimbursement
• Professional Associations, Conferences and Subscriptions
• Company Meetings & Events

Toyota Automated Logistics does not work with outside recruiting agencies. No solicitation phone calls please.

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