ESSENTIAL JOB FUNCTIONS

Understand all company procedures, policies, and practices relevant to the job position.

• Customer Portal-Website Administration:
  • Add company users for access to necessary applications to Customer Portals/websites. OEM portals: Covisint- B2B SAP (Ford –GM) Ariba- WebForms, Esupplier Orion, Subaru- ANTS, Nissan-Taulia, Toyota, Honda, Magna. Distribute customer notifications (production and holiday scheduling changes, forecasts, and important updates to the appropriate Carlex department. Obtain and upload required certifications, insurance, survey requirements etc. Upload Carlex Company information, site codes, addresses, banking, or EDI data changes.
• Purchase Order Intake:
  • Acquire the PO from the intake location (Website, EDI dashboard, Email) Verify all data with the commercial manager. Print to PDF and save to the Customer record file. Record the data on the designated tracking report for invoice and payment verification. Forward to the correct plant for processing. Update pricing if necessary.
• Price Maintenance:
  • Request to have new parts set up in the correct Plant system. Update part pricing in QAD by assigned customer price list or GMaps according to the necessary type of invoicing (Proto-Production-Service) QAD previous prices must also be manually expired in the system.
• Tooling and Prototype Invoicing:
  • Record and track tool orders and prototypes on open items report. Obtain the customer specific documentation required to submit the invoice for payment. Keep all records in a managed tooling file by program. Post PPAP, invoice accordingly in QAD or GMaps, notify accounting that tooling has been billed. Upload documents (cost verifications, vendor invoices and proof of payment) Once complete, invoice the customer again in their website when required (ARIBA -Esupplier) or email the invoice if requested-(Subaru). Track for payment and record complete on open items report.
• AR Assistance:
  • Receive payment details for Nissan and Honda via the EDI dashboard. Export and create required Excel breakdown for accounting to apply payments by invoice. Download the Open AR report bi-weekly to review unpaid past due invoices. Research quantity, ASN, or pricing discrepancies, take necessary action to resolve through the plant or Customer AP departments.
• Various Reporting:
  • Pull shipping and revenue reports as requested from Sales team for pricing verifications, audits, retro data volume data. Download Honda and Nissan invoice history monthly for required AP statements to Honda and to populate the Nissan volume tracker. Record all incoming debits from Nissan on the Debit Tracker. Review the Open Issues report bi-weekly to create any Tooling or Proto items ready to invoice. Verify Proto or Tooling invoiced items that paid and update the report status accordingly. Log SPDS Report of Sample -trial / proto parts for VGP to excel, add all Nissan, Subaru and Ford orders for tracking shipment and invoice verification, update status weekly and report to the Distribution list. Maintain internal plant contacts on email distribution lists for communicating to designated team members.
• Aftermarket and Service Parts:
  • Receive RFQs for Aftermarket parts, verify piece pricing and packaging with OEM and plant. Update Share Drive quoting file for approval. Once PO is received, update pricing by plant in QAD or GMaps. Annual review of pricing on all parts to make any necessary adjustments. PGW – Weekly Open Order Report distribution and Teams meeting to review and confirm priority parts and any issues. Work with plants to resolve any discrepancies, pricing or returns.
• Customer Data File Maintenance:
  • Ensure all documents (Purchase Orders, Invoices, Reports, Audits, Training Info, Customer Notifications) are filed in appropriate folders by program. Keep consistent file names and clear organization of all necessary information by customer.
• Miscellaneous:
  • Racks, Obsolescence, Lump Sum, Document Tracking and Invoicing.

REQUIREMENTS

Education:

• High School Diploma Required- some college preferred

Years of Experience:

• 1 or more years in the automotive industry preferred
• 1 or more years in an administrative role

Other Requirements:

• Ability to pass a pre-employment drug screen and background check
• Full time hours with proper adherence to attendance

KEY COMPETENCIES

• Strong Excel and Web computer skills preferred
• Strong work ethic
• Must be self-motivated with initiative and drive to complete tasks in timely manner and provide key company communications
• Team player, cooperative, with the demonstrated ability to quickly find common ground and resolve problems
• Dedication and commitment to complete all assignments and tasks
• Excellent communication skills, both written and verbal
• Ability and willingness to uphold the Carlex Values of Safety, Customer Focused, Teamwork, Excellence and Trust