Department Administrator

2 weeks ago

Los Angeles, United States adidas Full time

Purpose:

Manage day-to-day administrative operations on behalf of Product Operations NAM Originals Basketball and Partnerships.

 

Key Responsibilities:

  • Communicate effectively and professionally via telephone, in person, e-mail to assist the goals of the Product Operations, Development, Costing and Materials Departments.
  • Establish and perform practices that accurately maintain records and efficiently process information.
  • Coordinate meetings, appointments, off-sites and events for the Department. Arrange accommodations and assist visitors to the LA office.
  • Maintain calendar of events including all travel scheduling.
  • Provide input to help identify and improve systems and procedures within the department to ensure day to day operations run smoothly and efficiently.
  • Maintain and replenish inventory of necessary supplies and equipment for department needs.
  • Assist with accounting responsibilities to include: code invoices for payment, prepare expense reports in accordance with financial guidelines and reflective of budgetary restraints, process expense reports for payment, process sample invoices, and coordinate with Controlling to ensure all payments are processed accurately.
  • Support personnel in the department with the day to day issues such as FTO issues, benefits, meeting schedules, travel, etc.
  • Contribute to the financial management of the Department by coordinating all aspects of the department's budget. 
  • Coordinate and distribute materials and arrange for catering and AV equipment for meetings.
  • Support departmental timelines/deadlines by assisting in all activities as needed.
  • Book Fit models in accordance with Meeting demands and arrange for their entrance to the building and meeting rooms in accordance with office guidelines.
  • Once identified by Business follow up with facilities to address department concerns through resolution.
  • Prepare all items for newcomers to the department in order to ensure their first arrival in adidas is smooth and motivating.  Examples are ordering company phones, supplies etc….
  • Participate in weekly meetings, take notes as assigned and summarize any follow up points.  Create smartsheet for all follow up activities required.
  • Support the Sample Room coordination and ordering of items as needed as well as coordination of samples, machinery etc…

 

Key Relationships: 

  • Development
  • Facilities
  • Liaison Offices
  • Quality/Fit and Wear team
  • POPS Admin Teams globally

 

Knowledge Skills and Abilities:

  • Ability to effectively and professionally communicate via phone, e-mail and face to face.
  • Previous knowledge or ability to learn all software and internal systems necessary for the role and perform at proficient level
  • Strong interpersonal skills with ability to work well in a team environment.
  • Strong organizational skills with the ability to follow through on all details required.
  • Ability to multi-task within a fast paced, changing environment, good time management skills.
  • Ability to prepare routine reports, correspondence and Power Point presentations.
  • Ability to speak effectively before groups of customers or employees of organization.
  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

 

 

Requisite Education and Experience / Minimum Qualifications: 

  • Bachelor’s degree (BA) from a four-year college or university preferred; or two to four years related experience and/or training; or the equivalent combination of education and experience.
  • Excellent computer skills, including but not limited to, MS Word, MS Excel, MS Outlook and MS Power Point.

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