Retail Development Administrator

General Summary

The primary function of this role is to provide administrative support for the Retail Development Department’s daily operations and ongoing programs. Responsibilities include interacting with regional personnel and vendors, processing vendor and dealer payments, managing dealer databases and agreement tracking, preparing departmental reports, collecting and maintaining information and documentation, and performing other administrative activities to support the department’s overall objectives.

Essential Duties and Responsibilities

Priority One – 35%

• Assist the Brand Representation Manager with administration of department budget, including monthly accruals, KIFAP tracking reports, and all PR/PO and vendor invoice processing.
• Administer Dealer payments and billing for facility, signage and retail display program projects.
• Manage final Dealer billing signoffs for NDLS.
• Support department management in the deployment, and ongoing payment tracking (if applicable), of various programs affecting the Dealer network including but not limited to KIFAP, POS kits, special showroom programs, etc. 

Priority Two – 35%

• Support Department Managers with maintenance of Dealer records and files (electronic and hard copy), updating department databases, uploading documents and photos, and assisting with accurate and timely filing of records. 
• Complete data entry of all new facility information from buy/sells, relocations, renovations and signage upgrades. 
• Administer and coordinate all Department mailings to the Dealer body.

Priority Three – 10%

• Support the Brand Representation Managers in preparing monthly reporting on department activities and updating any reporting dashboards.

Priority Four –10%

• Ad hoc special projects to support Department objectives, as assigned by Management and other duties as assigned.

Priority Five – 5%

• Assist Department Management in meeting planning (incl. Regional and Dealer training) and meeting scheduling (RD Calendar), expense report processing, and travel arrangements. 
• Responsible for ensuring that policies related to travel and purchase requisitions are enforced with proper approval.

Priority Six – 5%

• Ensure the Department’s compliance with document retention, storage, and processes and procedures documentation. 

Personally Performed Duties

• Accurately and completely maintain databases pertaining to programs and dealer records; updating dealer records for accuracy as well as uploading photos and documents to the dealer and project management databases.
• Preparing monthly reporting on department activities and updating any reporting dashboards.
• Assemble information needed to support management in vendor and dealer payments and process those payments via the appropriate Finance Dept. system (e.g. SAP, GERP, FSM, etc.).
• Assist with the development of various communications materials that are deployed in print, e-mail, or Web to support program goals.
• Assist in the preparation, distribution and file retention of Dealer Notice letters designed to communicate program notifications or address any facility or sign non-compliance issues.
• Coordinate the production of commemorative plaques through the department’s vendors, for completed dealer facilities.
• Handling the processing of contracts and dealer agreement addenda – ensuring the agreements are routed to the Regions, signed, returned, and uploaded to the dealer database.
• Supporting roll-out of showroom programs (coordinating vendor requests, uploading completion photos, reporting, etc.).
• Miscellaneous administrative duties.

Qualifications/Education

Bachelor’s degree in Business Management or related major from an accredited college or university (work experience may be given consideration in lieu of a degree).

Job Requirement

Overall Related Experience

• Minimum three to five years’ wholesale or retail automotive or applicable business experience preferred. 

Directly Related Experience

• Project coordination, billing and payment processing, interaction with internal and external customers, SAP/FSM, and HR/Travel systems.

Position Requirements

• Occasional travel may be required domestically and/or internationally.
• May need to work additional hours outside of normal business hours as required by the job, including weekends or holidays.
• Perform other duties as assigned.

Competencies

• Business Mind - Identifies and analyzes various issues related to present/future business and propose directional changes for the best interest of the company.
• Prompt Judgment & Action - Uses prompt judgment and action based on professional experience to find solutions in unexpected situations.
• Strategic Thinking - Fully understands the purpose and content of the organizations strategic plan, and executes tasks in alignment with larger organizational objectives.
• Interpersonal Skills - Considerately understands other people’s perspectives and shows interest in their motivations, emotions, situations, etc.
• Attention to Detail - Pays close attention to all the aspects related to one’s tasks, carefully examining every detail.

Specialized Skills and Knowledge Required

• Strong PC skills in a Windows environment (e.g. Excel, Word, PowerPoint, and Access).
• Strong Excel skills, including pivot tables, lookups, report building and data analysis.
• Proficiency in FSM, GERP and SAP systems.
• Strong administrative and organizational ability.
• Business proficient written and oral communication.
• Ability to multi-task and prioritize several concurrent projects at once.
• Strong attention to detail.
• Moderate level of independent judgment is required. 

Other Requirements

• Physical Requirements: Ability to sit or stand for extended periods and perform routine office tasks.
• 5 ~ 10% of (domestic and/or international) travel.
• Job demands may include reading (documents), detailed work, confidentiality, problem solving, language, reasoning skills, oral communication, written communication, customer contact, ability to effectively present information in one-on-one and small group situations to customers, vendors, and other employees, multiple concurrent tasks, ability to work with constant interruptions, etc.
• Must be able to maintain focus and attention to detail in a fast-paced environment.
• Ability to analyze information and make sound decisions under time constraints.
• Problem-solving skills and the ability to work independently.
• Must be able to respond to challenges with poise and agility.
• Ability to handle competing priorities effectively and with composure.
• Other duties as assigned.