Wage range : $22-$28/hour

Address: Santa Fe Springs CA

Title: General Affairs Coordinator

Department: Human Resources & General Affairs Report to: HR & General Affairs Senior Manager Status: Non-Exempt

 

Job Purpose: General Affairs Coordinator is responsible for areas of asset management, business insurance, safety programs, projects, office management and supports the work of management and other employees for the efficient day-to-day operation.

 

Primary duties and responsibilities: General Affairs Coordinator perform a variety of duties including some or all the following:

 

Asset Management

・Coordinates all activities related to the asset management

・Assists to analyze the asset request for approval of upper management

・Creates a system of controls and procedures for assets and monitors them

・Tracks project costs and compiles them and closes those accounts once the related project is over

・Maintains accurate records of assets and updates the asset database timely

・Creates electronic files of each fixed asset and keeps in the shared filing system

・Updates monthly asset project report and reports to HR & General Affairs senior manager

・Prepares quarterly capital spending report for upper management

・Works with other departments to conduct annual internal audit and prepares the reports

・Supports management to prepare asset investment report for the parent company

 

 

Business Insurance Administration

・Coordinates all activities related to the business insurance program

・Works with the insurance broker to analyze necessary coverage as the business develops

・Prepares for annual renewal of insurance program

・Responsible for claim management by working closely with the adjusters of insurance companies

・Maintains accurate records of claims and updates the loss run database timely

・Processes payments of insurance premium

・Maintains certificate of insurance (COI) and requests to issue COI to insurance broker

・Provides support for annual audit by insurance companies

 

Safety Administration

・Functions as a corporate safety liaison with other locations to coordinate safety activities to ensure that all activities are compliant with state and federal safety regulations

・Works with safety teams to implement training programs for safety procedures and accident prevention

・Ensures necessary safety records are maintained and prepared according to established guidelines

・Attends monthly safety meeting to represent the corporate safety team

・Works with other safety coordinators to administrate the Fleet Safety Program

・Responsible for DMV Employer Pull Notice (EPN) Program and keeps track of EPN records

・Updates driver’s license and auto insurance information for drivers and sales representatives

・Functions as a safety administrator at the corporate office to provide workplace safety trainings, inspect workplaces to ensure they are up to safety standards.

・Supports HR to handle workers compensation claim at the corporate office

・Reviews loss run record of worker’s comp claims and prepares reports timely

・Conducts research, compiles data and prepares for consideration and presentation for safety program

・Works with management team to address any safety-related lawsuits

 

 

Project Management

・Develops a detailed project plan to track progress of each project

・Coordinates internal resources and third parties for the flawless execution of projects

・Ensures that all projects are delivered on-time within scope and budget

・Uses appropriate verification techniques to manage changes in project scope, schedule and costs

・Creates and maintains comprehensive project documentation

・Reports and escalates to management as needed

 

 

Office Administration

・Provides secretarial and administrative support to management and other staff

・Conducts research, compiles data and prepares for consideration and presentation

・Uses computer to prepare and retain reports, memos, and documents

・Creates and maintains filing systems and databases

・Back-ups electronic files using proper procedures

・Processes payments ensuring timeliness and accuracy of information

・Coordinates the maintenance of office equipment and facilities

・Fills out business or government forms

・Handles sensitive information in a confidential manner

・Assists with company events as requested

・Performs other related duties as assigned or directed

 

Required knowledge and skills:

・Knowledge of office administration procedures, business insurance, safety and project management

・Solid organizational skills including attention to detail and multi-tasking skills

・Ability to manage one's own time and the time of others.

・Strong interpersonal skills with all management levels

・Ability to work well with others

・Ability to learn quickly and adapt to a fast-moving environment

・Ability to interpret a variety of instructions furnished in written, oral, diagram

・Communication skills in English (written and verbal) required & Japanese (verbal) preferred.

・Ability to read, analyze, and interpret general business periodicals or governmental regulations

・Ability to write reports, business correspondence, and procedure manuals

・Good computer skills including Word, Excel, MS Outlook, PowerPoint

・Familiar with formulas and create formulas in Excel

・Good mathematical skills including compute rate, ratio, percent, and information on programs like Excel

 

 

Required education & experiences:

・A bachelor's degree in area of specialty

・3-5 years of experience in related area

・Relies on experience and judgment to plan and accomplish goals

・Japanese language ability

 

 

Physical Demands:

・Must be able to regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds

・Specific vision abilities required by this job included close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus

・Must be able to physically perform the basic life operational functions of walk; stand, reach over shoulder, reach overhead, reach outward, bend, talk, hear and repetitive motions stoop, kneel, crouch, and taste or smell

 

Work Environment:

・Time will be spent in an office setting with office equipment noise

・Local travel to other offices is required (driver’s license is required)

・Multiple languages are spoken in the office

・Standard 40-hour workweek applies