Administrative Assistant

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Join us at BLM GROUP USA and be part of bringing our clients' world-changing ideas to life. At BLM, we have the opportunity to grow and collectively make an impact by supporting the innovative clients and communities BLM GROUP serves. We pride ourselves in having both a diverse client roster and an equally diverse and inclusive organization.

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Job Title: Administrative Assistant, Tube and Wire Forming Products

Department: Applications

FLSA Status: Non-Exempt

Cost Center: US1000004N - Application Department

Summary

Under direct supervision of the Head of Operations, Tube and Wire Forming Products, the Administrative Assistant will develop and implement key processes, lead special projects, and maintain day-to-day administrative functions within the Tube & Wire Forming Products team.

Essential Functions

The duties listed below are the specific duties and tasks that someone in this position must accomplish (i.e. why the job exists.) These are the core responsibilities of the position that cannot be modified or eliminated. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the level and/or class of this position.

• Analyze current department workflow, identify areas of process improvement and make appropriate recommendations for redesign, such as Application service reports and expense tracking matrix, Application scheduling, Application time sheet recording, project costing, and team building initiatives
• Provide post implementation support and training to individuals impacted by new processes
• Review field service reports and timesheets for accuracy, track receipt, and follow up on missing/incomplete paperwork
• Assign and follow up on Applications Tickets in CRM (SAP C4C) as needed
• Prepare end of year bender project report including time to complete, average tool set purchase, etc.
• Prepare and maintain project documentation
• Assist in the creation/management of materials in SAP regarding the Application and Tooling processes, and any other SAP processes as needed
• Assist the Applications Department Project Management-, Applications-, Training-, and the Installation-teams with administrative tasks as needed
• Manage and maintain department Nonconformance system
• Work with the Travel Specialist, or individually, to assist and book travel as needed
• Track and gather department performance metrics and prepare presentations
• Prepare quotations as necessary
• Ability to travel up to 15%, as required by management
• Other duties as assigned by management

Qualifications

High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Management, or a related field preferred

1 - 3 years of administrative, coordinating, or support experience in a professional environment required

Previous experience with Customer Relationship Management (CRM) and/or Enterprise Resource Planning (ERP) software (SAP and/or C4C preferred) required

Experience managing and booking travel arrangements preferred

Experience developing platforms for internal processes preferred

Ability to commute daily to BLM GROUP USA's facility in Novi, MI, as this is not a remote/hybrid position

Licensing/Certifications

A clear driving record containing no more than two (2) minor moving violations in three (3) years and no major violations in the last seven (7) years

Knowledge, Skills, and other Abilities

Proficient with Microsoft Office (Word, Excel, Outlook)

Self-motivated with the ability to take initiative and work with minimal supervision

Ability to prioritize and multi-task, while maintaining a strong attention to detail

Strong analytical skills to assess workflow inefficiencies and propose effective solutions

Strong verbal and written communication skills

Ability to troubleshoot issues

Effective time management skills

Ability to collaborate across teams, support team-building initiatives, and work well under supervision

Fluency in Italian and/or Spanish is a plus but not necessary

Equipment, Machinery, Tools, and Vehicles Used

General office equipment, including computers, printers, fax machines and telephones

Physical Demands

The physical demands described here are representative of those that an employee must be able to accomplish to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

While performing the duties of this job, the employee is regularly required to use hands to manipulate, handle, feel or operate objects, tools or controls; reach with hands and arms; stand; talk and hear; walk; sit, climb or balance; stoop, kneel, crouch or crawl; and lift or move up to ten (10) pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Mental Demands

While performing the duties of this position, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents, analyze and solve problems, use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; work under deadlines and constant interruptions; interact with staff and other organizations; and frequently deal with dissatisfied or quarrelsome individuals.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

The incumbent works primarily in an office environment, sitting for prolonged periods at a desk with a computer. This is not a remote/hybrid position.

The position requires up to 15% travel. Travel may be domestic or international as required.

Reporting Relationships

This position reports to the Head of Operations, Tube and Wire Forming Products

Supervisory Responsibility

None