Business Operations Coordinator

Volkswagen - Oxnard, CA

Full-time - Mid Level

Oxnard, CA

Motor Vehicle and Parts Dealers

About the position

The Business Operations Coordinator at Volkswagen Group of America plays a crucial role in supporting the Design Center California (DCC) by administering, coordinating, and managing various daily tasks and challenges. This hybrid position requires a high degree of flexibility, as the responsibilities encompass a wide range of administrative, financial, project assistance, and compliance-related tasks. The coordinator will assist in organizing the manager's calendar and time schedule, support the DCC and finance department with tracking business reports and purchase orders, and assist projects from the sketch phase through to full-size models when necessary. Additionally, the coordinator serves as the first point of contact for DCC security, ensuring a safe and secure environment for all staff and visitors. In the administrative capacity, the coordinator will manage electronic schedules to ensure efficient time management, schedule departmental meetings, prepare agendas, take meeting minutes, and follow up on tasks assigned during meetings. They will also provide travel support for the Studio Director, prepare and track expense reports, and maintain financial documentation. The role requires identifying building-related issues and collaborating with the Property Management Company for resolutions, as well as acting as the Federal Express administrator for the department. From a financial perspective, the coordinator will administer incoming invoices, obtain management approval, and process payments. They will reconcile General Ledger accounts, ensure accuracy for presentations, and track expense reports. The coordinator will also establish and track budgets, prepare accruals, and maintain records for management. In terms of project assistance, the coordinator will gather and compile information for senior management and project leaders, review external contractor expenses, and maintain a master project list. They will also review operational procedures and recommend improvements to enhance efficiency. Compliance and risk management are critical components of this role. The coordinator will be responsible for creating, maintaining, and improving core processes and work instructions, ensuring adherence to VWGoA requirements and guidelines. They will collaborate with governance and management systems colleagues to ensure consistency and efficiency, and assist during internal and external audits as necessary. The coordinator will also promote awareness of the company's integrity and compliance efforts. Finally, the coordinator will serve as the DCC Security Contact, managing visitor registration processes and liaising with department heads regarding security protocols. They will also manage the vehicle fleet and distribute labor law documentation at the workplace.

Responsibilities

• Manage electronic schedules to ensure efficient time management.
• Schedule routine departmental meetings, prepare agendas, take meeting minutes, and ensure timely follow-up for tasks assigned to the team during meetings.
• Proactively follow-up on outstanding tasks and issues.
• Provide travel support for the Studio Director, including preparing, submitting, and tracking expense reports.
• Identify building-related issues and work with the Property Management Company for resolution.
• Act as Federal Express administrator for the department, order office supplies, and maintain office supply resources.
• Support the new hire process including document verification, IT and security setup, and organizational support.
• Administer all incoming invoices, obtain management approval, and process for payment via purchase order or check request process.
• Reconcile General Ledger accounts and ensure GL accounts are complete and accurate for presentations.
• Reconcile invoice payable status with DCC's monthly performance report and identify incorrect charges.
• Prepare, submit, and track expense reports and maintain records for management.
• Establish and track administrative and discretionary budgets.
• Access and track monthly Budget Performance reports for individual cost centers, review for discrepancies, and reverse where possible.
• Prepare accruals, collect back-up documentation, and submit to Finance.
• Prepare project offer letters, track status, and follow through the project process from start to finish.
• Maintain reports on the status and cost of all projects.
• Administer the purchasing process for studio operations and project-related needs.
• Assist projects from sketch phase through full-size model when needed.
• Gather and compile information and/or data as requested and report to Senior Management and Project leaders.
• Review external contractor's expense/timesheets as related to projects.
• Maintain the master project list and review operational procedures to recommend improvements.
• Create, maintain, control, and continually improve core processes and work instructions at the DCC.
• Collaborate with Governance and Management Systems colleagues regarding key business functions to ensure consistency and efficiency.
• Collaborate with leadership to develop, review, and update all core processes and work instructions.
• Maintain awareness of operational changes within different teams and document pertinent changes in core processes and work instructions.
• Identify the need for updates to existing core processes and work instructions based on new information.
• Assist during internal and external audits as necessary.
• Generate, maintain, and submit PCMS, QMS, and ICS tracker files and reports on a scheduled basis.
• Act as a subject matter expert to assist the business in identifying and assessing key risks and control points.
• Support the risk management process through the recording of risks, countermeasures, and management controls.
• Test the effectiveness of internal controls and manage compliance with targets for the DCC.
• Promote awareness of the company's integrity and compliance-related efforts.
• Serve as DCC Security Contact and manage visitor registration processes.
• Liaise with department heads on security protocol and manage all perceived DCC building security issues.

Requirements

• Minimum of 3 years of experience in administration, project coordination, and purchasing.
• Bachelor's Degree in Business or related field or equivalent experience.
• Fluency in English is required; German language skills are desired.
• Strong communication skills, including interpersonal, presentation, and written communication.
• Computer savvy with proficiency in relevant software applications.
• Flexibility in tasks and functions.
• Problem-solving and resource management skills.

Nice-to-haves

• Knowledge of Design Studio architecture and operations.