Honda Trading Parts Senior Administrative Assistant

Job Purpose

Provides support to Account Representatives in relation to the purchase and sale of parts, machinery and tooling used in the manufacturing of Honda products as well as other non-Honda business. Receives and enters customer orders and supports vendors purchases. Arranges inbound delivery of goods and schedules export shipment with external partners. Generates commercial documents associated with exported goods and posts A/R, A/P items accordingly. Enables Account Representative to focus on business development, projects, potential problem analysis or problem-solving activity.

Key Accountabilities

Support buyer activities:
•    Track order flow and timing according to customer requirements
•    Maintain awareness of product details
•    Support new business partner on-boarding, new part on-boarding to facilitate proper flow and timing of necessary information.
•    Basic daily correspondence
Support strong customer inside sales support functions- including communication to other regions:
•    Communicate directly with Business Partners to ensure on-time deliveries to customers or to resolve issues
•    Support daily interaction as needed to customer locations and be a functional support role to their needs
Support Order Transactions:
•    Support Purchase Order and forecast transactions, coordinate with suppliers PO receipt and record estimated delivery timing
•    Analyze customer demand to identify short supply concerns
•    Escalate concerns as needed to Parts team and customer, following proper communication standards
•    Maintain clear, logical, & complete supporting documentation in files
•    Track & verify timely delivery of cargo to shipping locations
•    Identify discrepancies in information and take proper action to resolve with Business Partners
Report Review & Analysis:
•    Support accurately and timely consolidation of sales and cost data for sales variance reports
•    KPI review on on-time performance, supplier performance, etc to identify areas for improvement within account management.
•    Excel report creation & maintaining as needed
Pay vendor invoices:
•    Timely payment of supplier invoices
•    Communicate with Account Representative or Business Partner to resolve discrepancies timely
Communicate to Account Representative/Supervisor:
•    Inform Account Representative of any delays or problems arising in daily operations or made visible through daily correspondence
•    Confirm understanding of business requirements/ask questions
Special projects:
•    Analytical reporting and projects
•    Management reporting
•    Lead support with department wide projects

Other duties as assigned, which may include cross-functional responsibilities, department rotations, and/or temporary assignments and transfers
Acknowledges and respects inclusion, diversity and differences amongst associates and seeks to practice inclusion and engagement based on company policies and our Honda Philosophy

Qualifications, Experience, and Skills

Minimum Educational Qualifications:

• High School degree

Minimum Experience:

• 3-5 years experience in general office, preferably in manufacturing, supply chain or accounting environment
• Exposure to accounting principles and practices

Other Job-Specific Skills:

• Analytical skills
• Basic cost accounting skills
• People coordination/communication skills
• Computer software skills (Microsoft Excel, Word, PowerPoint)

Job Dimensions

No. of Direct Reports: 0

No. of Indirect Reports: 0

Financial Dimensions: Order & invoicing, Account Payable & Receivable support, cost & price update support

Decisions Expected

• Determine acceptability of cargo delivery arrangements based on established lead-times and schedules
• Communicates to Business Partners
• Prioritize daily customer order, delivery, and correspondence activities for assigned territory – recommend changes if needed
• Resolve customer concerns within framework of Business profile parameters, department policies & procedures, guidance from Account Representatives – communicates as needed to buyer or customer locations
• Capture errors in documentation before release to Business Partners – no errors to be sent
• Alternative countermeasures in case of delays or gaps in schedules – recommendations to team
• Adjustments to schedule and/or requests for support in case of conflict between competing priorities or Business Partners – recommendations to adjust schedules as needed to customers or management
• Actions or activities that will improve the efficiency or accuracy of handling assigned tasks; actions or activities that will improve the level of service to customers – recommend changes to flow if needed
• Processes or tools that will enhance the level of accuracy and timeliness in our commercial or financial documentation – recommends changes to flow if needed