Administrative Associate - Level III - Quality

DESCRIPTION

The Administrative Associate - Level III provides administrative and operational support to a team, department, or organizational leader within the Quality function. The role includes document coordination, data management, and customer claim processing, with responsibilities requiring interaction with both internal and external stakeholders. Work is performed with a limited degree of supervision, requiring initiative and accountability.

This position supports the North America region and will operate in the North America shift (5:00 PM - 2:00 AM IST) . The role follows a hybrid model , with mandatory office presence from Tuesday to Thursday .

• Provide administrative support by conducting research, preparing reports, and addressing routine to complex information requests.
• Gather, compile, and verify information; ensure accurate entry into reports, presentations, databases, or spreadsheets.
• Complete data collection, entry, and reporting activities for departmental requirements.
• Perform administrative tasks including preparing correspondence, receiving visitors, arranging calls, and scheduling meetings.
• Process and track customer claims in alignment with Aftermarket business processes.
• Respond to, or redirect, routine to complex inquiries from both internal and external stakeholders, ensuring prompt and accurate communication.
• Prepare and submit vendor/supplier payment documentation, track approvals, and resolve queries with accounts payable.
• Document and maintain departmental policies and procedures.
• Participate in business improvement initiatives and departmental projects.
• Act as an informal resource to colleagues with less experience, supporting knowledge sharing within the team.

• Values differences: Recognizes the importance of diverse perspectives and cultures.
• Action oriented: Takes on challenges with urgency, energy, and enthusiasm.
• Communicates effectively: Tailors communication to different audiences for clarity and impact.
• Customer focus: Builds strong relationships and delivers customer-centric solutions.
• Ensures accountability: Meets commitments with reliability and integrity.
• Plans and aligns: Prioritizes and organizes tasks in line with organizational goals.
• Data Analytics: Applies qualitative and quantitative analysis, interprets data, and delivers insights to support business decisions.
• Data Communication & Visualization: Creates compelling visual representations (dashboards/reports) to explain business problems, root causes, and solutions.

• Strong Customer Relationship Management skills, with experience in claim handling.
• Understanding of Aftermarket business processes .
• Relevant experience in Claims management, Customer Order Management , and knowledge of GOMS (Global Order Management System) preferred.
• Proficiency in MS Office Suite (Excel, Word, PowerPoint) and data management tools.
• Strong organizational skills, attention to detail, and ability to multitask in a fast-paced environment.

• Significant relevant work experience in administrative roles, customer claims, or order management.
• Exposure to Aftermarket or Supply Chain business functions is desirable.

• Shift Timing: 5:00 PM - 2:00 AM IST (North America shift).
• Work Mode: Hybrid - Work from office Tuesday to Thursday, remote on other days.

• High school diploma or equivalent required.
• Additional vocational training, certifications, or professional courses preferred.