EEO Facility and Special Projects Coordinator
Volkswagen Group of America, Inc. - Allendale, NJ

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Job Summary

The purpose of the Facility and Special Projects Coordinator is to effectively support the Volkswagen EEO Allendale Technical Center Manager while overseeing the functions and facility operations of the Allendale Technical Center and while implementing administrative guidelines in accordance with corporate policies and procedures. In addition, Special Project Management from concept to completion, providing administrative support to the Volkswagen Technical Support Teams, and maintaining responsibility for ensuring that all matters are handled efficiently, professionally, and in a timely manner.

Job Responsibilities


  • Prepare and submit purchase orders or check requests for items or services
  • Verify and process all invoices for payment according to established signing authorities; maintain electronic files and vendor records
  • Research charges in SAP against cost center, disputing and reconciling any discrepancies
  • Receive, disburse, and reconcile petty cash fund of $1,000
  • Anticipate needed supplies; place and expedite orders and verify receipt of supplies
  • Coordinate joint business expenses with internal cost centers
Special Projects

  • Responsible for Special Projects as required from concept to completion including but not limited to the Project Management of the renovation / expansion of the Technical Center.
  • Manage Special Projects in alignment with company goals and objectives for optimal budgetary, workshop and office efficiency, and workflow
Administrative, Organizational and Facility Support

  • Serves as agent for Fed Ex UPS, and USPS for Technical Center, preparing all necessary documentation for domestic and international shipments and distributing incoming deliveries
  • Receive and screen information and phone calls exercising judgment and sensitivity to management priorities
  • Update internal facility contact list and communicate changes within the team
  • Serve as the primary liaison and contact for facility maintenance, repair, and safety-related issues
  • Ensure all office machines are in proper working condition by trouble-shooting malfunctions and/or arranging for the repair and maintenance of all office machines and equipment
  • Assist IT Department with upgrades, exchanges, and maintenance of local equipment and act as on-site contact
  • Pro actively develop administrative procedures and processes in support of the Facility Manager
  • Supervise distribution of Security Pass Cards and alarm codes to control and enforce facility security while monitoring access of guests and visitors to the Allendale Technical Center
  • Serve as an on-site contact for the alarm company for after-hours facility security related issues
  • Assist teams and guests with travel accommodations i.e. lodging, flights, and car services
  • Monitor and replenish workshop tools and equipment, cafeteria, and office supplies as needed
  • Provide updates to the content of the Allendale Technical Center’s Vinnie Intranet site
  • Report status and progress of special projects as necessary (i.e. research, testing, and benchmarking)
  • Keep Manager and associates apprised of facility issues and project status through regular updates
  • Serve as custodian for manufacturer license plates; provide record-keeping and distribution of registration and insurance cards
  • Obtain estimates and interact with CBRE and outside vendors and contractors for repairs and maintenance of facility and equipment
  • Serve as Pool Fleet Custodian; submit vehicle PAR’s, order and take delivery of new pool vehicles, create and update vehicle log books, prepare fuel economy reports, submit monthly inventory in FITS system, and arrange inspections for pool vehicles upon surrender
  • Develop and maintain tracking system using VW Technician’s Daily Activity Reports and Headcount Occupancy Reports to determine quarterly charge backs to VWAG
  • Responsible for the distribution and maintenance of the external contact list for the Allendale Technical Center Dealer Communication
  • Greet and interface with internal and external customers (i.e. vendors, dealers, field teams, and corporate employees)
  • Organize and prepare Technical Center for events, programs, and meetings when necessary
Required Education

  • Associate's degree in related field (Logistics, Materials, Operations Management, Business) or equivalent
Desired Education

  • Bachelor's degree in related field (Logistics, Materials, Operations Management, Business)
  • 1-3 years of supervisory experience in related field (Logistics, Materials, Operations Management, Business)
Required Experience

  • 5-7 years administrative assistant, facility management, and management support experience
Desired Experience

  • 1-3 years supervisory experience
Required Specialized Skills

  • Independent decision making and non-routine independent
  • Excellent verbal and written communication skills
  • Ability to communicate and interact effectively at all levels within the organization and with outside partners (such as vendors, contractors and dealership personnel)
  • Proficient in Microsoft Office (Word, Excel and PowerPoint)
  • Ability to work in an environment with multiple and rapidly changing priorities
  • Self-motivated with ability to work independently
  • Ability to work effectively as a member of a team
  • Strong budget planning and expense maintenance
  • Basic knowledge of facility management and operations
Desired Specialized Skills

  • General automotive knowledge and experience
  • Familiar with internal VWGoA policies and procedures
  • Working knowledge of SAP (Accounting System Programs)
Work Flexibility

  • Available to travel and work overtime as needed
We are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.

About this company
Volkswagen Group of America, Inc. is a wholly-owned subsidiary of Volkswagen AG, the world's fourth largest automaker and the largest...