Administrative Assistant - Remanufacturing in Charlotte at Volvo Group

Date Posted: 4/11/2021

Job Snapshot

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Job Description

Administrative Assistant - Remanufacturing


Solid line to Site Director & dotted line to Management Team

Mission/Purpose of the Job
  • To provide administrative support to Site Director and management team. Responsible to ensure that the administrative functions are handled in a professional, timely, and accurate manner.
  • All employees are responsible for the quality of their work and customer satisfaction, and are expected to engage in active continuous improvement.
  • Knowledge and understanding of workplace 5S and problem solving is required to prevent and correct situations that could reduce quality and customer satisfaction.
Key Responsibilities/Accountabilities

All employees are responsible for the quality of their work and customer satisfaction. They are expected to take positive action to improve quality and customer satisfaction; and they are expected to prevent and correct situations that could reduce quality and customer satisfaction.

In addition to the following main duties for which this position is accountable, others may be performed as required:
  • Facilitate clear communication within the teams and to other department stakeholders;
  • Receive and greet visitors and follow through with explanation of signing in and the required safety regulations upon entering the shop floor of our facility. This position will be the primary phone receptionist;
  • Maintain headcount & safety record in KPI log (monthly).
  • Assist in the processing and updates of administrative and employee documents for division;
  • Maintain files for customer orders, vendor invoices and employees;
  • Responsible for vendor invoices for support services and monthly management of purchasing card;
  • Responsible for payroll, ETO (vacation/holiday tracking) and assist with labor time entry;
  • Daily management of Time Management Workplace and badges for employees;
  • Responsible for office supply control and replenishment;
  • Maintain OSHA documents and Worker’s Compensation claims;
  • Monthly tracking and recording of accidents and near miss for safety metric data;
  • Maintain and schedule training for training matrix (legal & working);
  • Maintain FMLA files for employees;
  • Manage uniform service for employees;
  • Track occurrences on a daily basis for employee accountability;
  • External contact for cleaning service and landscaping services;
  • Support Management Team on VPS activities and coordination;
  • Support to drive internal communication validated by Management Team;
Critical Competencies:
  • The ability to handle confidential matters;
  • Business mindset;
  • Proactive approach to handling all responsibilities;
  • The ability to professionally and diplomatically handle incoming telephone calls;
  • Exceptional organization skills;
  • The ability to multitask;
  • Lean manufacturing knowledge;
  • Basic accounting skills;
  • Proficient in Microsoft Applications including Word, Excel, Power Point, Access and Outlook;
  • Proficiency in standard spreadsheet, word processing software, and company proprietary information systems (Visual);
  • Excellent Communication Skills;
  • Essential Educational and/or Training Qualifications and Certificates
  • High school diploma or equivalent required
  • Associate’s Degree in Business Administration preferred
Preferred Experience and Knowledge
  • Minimum 3 years administrative support preferred
  • Experience in multi-facet problem solving
Other Requirements

Periodic overtime may be required to meet business needs.


No special safety equipment required within primary work area.


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