Administrative Specialist

Sr Administrative Specialist

Provide department support and advanced vocational administrative assistance to the Division Leadership and employees in all functional areas. The Sr Administrative Specialist will also assist with training new specialists.

What You'll Do

• Senior member of the department with the expertise to process and resolve all types of Customer Service Requests while serving as a key resource for complex issues and guidance.
• Sales and Administrative Support include preparing reports, document management, fulfilling requests from District Managers and Division leadership, and supporting Sales Service and Parts departments.
• Primary owner of Dealer Sales Bulletins including uploading, finalizing, and maintaining over 100 active bulletins to ensure accuracy, timeliness, and compliance with internal controls and audit requirements.
• Manage dealer and company communications through the Dealer Portal and direct interaction, ensuring consistent, accurate, and timely messaging related to incentives, bulletins, and general inquiries.
• Maintain Product Information Bulletins and Bid Specifications in partnership with Service, Engineering, and Product Management to support accurate dealer quoting and technical alignment.
• Coordinate with cross functional teams to ensure sales programs, pricing updates, cost changes, and new material releases are clear, current, and executed on schedule.
• Interpret sales program structures including incentive and finance interactions, providing clear guidance that supports dealer understanding and protects business margins.
• Process discounts through Incentive Automation and SAP systems while maintaining knowledge of current Sales Bulletins and incentive rules.
• Process sales policies and maintain tracking for corporate review and compliance.
• Support Accounts Payable activities including invoice review, coding, and routing for proper approval.
• Assist Administrative Management with training and development of department specialists and onboarding of new personnel, including system access provisioning.
• Collaborate with HR and field teams to maintain accurate organizational structures, reporting alignment, and system access.
• Contribute to the development of tools and process improvements that increase team efficiency and productivity.
• Support division activities and employee engagement events, including coordination of holiday and seasonal programs.
• Provide general operational support including supply ordering, mailroom coordination, equipment maintenance, vendor support, and project tracking.
• Assist Divisions with creation of Dealer Packages in KDPS.
• Analyze, assess, and control data within KDPS including working with Divisions including District Managers, RSM's, Division Service Managers, and Division Finance Managers to ensure information is accurate and complete.
• Monitor dealer package completion performance and approval flow through KDPS. This includes the preparation of the Weekly Open Package Status Report.
• Serve as an organizational backbone for the department by tracking deliverables, managing timelines, and helping maintain workflow efficiency across teams.
• Other duties as assigned.

What We're Looking For

• High School Diploma or GED Required.
• Senior member of the department that has the understanding and skill set to process and address all types of Customer Service Requests.
• Sales Support: Typing, filing, preparing reports, fulfilling any requests from District Managers and Division Manager.
• Contribute to the development of tools to improve team efficiency and productivity.
• Discount Processing: Process discounts through Incentive Automation system, or through SAP. Be familiar with all current Sales Bulletins, and all basic rules of incentives.
• Accounts Payable: Ensure all bills are signed by the correct supervisor, coded properly, and given to appropriate Manager for signature.
• Administrative Support: Provide support to Sales, Service and Parts Departments as needed.
• Assists Administrative Management with training and development of department specialists.
• Google forms: Create and process as needed.
• Miscellaneous: Order supplies for Division personnel, copy machine maintenance, mailroom upkeep, and special projects as assigned.
• Division Activities: Help coordinate holiday, summer and employee moral events.
• Sales Policy: Process all sales policies and transfer to the joint spreadsheet for corporate review.
• Communicate: Email/verbally with the dealers in relationship to incentive processing and any other dealer related inquiries.
• Uses effective oral and written communication skills; delivers information in a clear and concise manner, listens and communicates effectively with others.

Physical Requirements

• Requires sufficient personal mobility and physical reflexes, to permit the employee to function in a general office environment and accomplish tasks and duties as outlined above.

Disclaimer

The information provided in the description has been designed to indicate the general nature and level of work performed by incumbents within the classification. This description is not intended to be a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job/classification. This job is intended to include the current essential functions of the job. Management reserves the right to add or modify the duties and responsibilities and to designate other functions as essential at any time.

Kubota is an equal opportunity at will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation or national origin.