SUMMARY:
The Facilities & DSD Manager is responsible for the Management of I. Kitagawa & Co’s (IKC) Dealership Services Department (DSD) and Facilities Maintenance Department. Ensures high quality products and services are delivered in a timely manner by DSD. Ensures all of IKC’s properties are well-maintained, safe for employees and customers, and meet IKC appearance standards.
ESSENTIAL DUTIES:
General Duties:
- Recruits, hires, trains, motivates, counsels, and monitors the performance of all DSD & Facilities department staff.
- Strives for harmony and teamwork within the department and with all other departments.
- Directs and schedules the activities of all DSD & Facilities employees.
- Ensure that employees complete and remain current with all mandatory safety compliance, security, and safeguard training.
- Ensures open positions are posted and the required Human Resources requisition process is completed within three (3) business days of vacancies.
- Directs and monitors all company personnel and completes a performance evaluation of all DSD & Facilities department personnel on an annual scheduled basis.
- Communicates Company policies and processes to DSD & Facilities department employees and ensures that they are understood and followed.
- Ensure payroll-related functions, including but not limited to approving timesheets and leave requests, are completed in a timely manner and within required deadlines.
- Completes administrative duties for the DSD and Facilities Departments. Ensures paperwork and forms are completed in a timely manner.
- Completes and remains current with all mandatory manufacturing, safety compliance, safeguards, and cybersecurity training.
- Maintains a safe work environment.
- Ensure that the work area is kept clean.
Maintains a professional appearance.
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DSD Specific Duties:
- Preps daily vehicle schedules in accordance with existing prioritization and GM/AGM flagged priority units.
- Communicates with Dealership Service Managers on PDI schedule as it relates to HPP application and vehicle transportation
- Ensures the schedule accounts for items such as number of units, department capacity and facility projects.
- Completes DSD billing in a timely manner.
- Oversees vehicle tracking and ensures every vehicle is treated by DSD prior to vehicle delivery to customers
- Follows up with Service Managers on transportation claims in body shops or service departments
- Audits pick lists against transportation claim submissions. Ensures all units inspected, all damages reported properly, and PASHA/YB signatures are obtained. Submits correction within 24 hours of pickup to PASHA/YB
- Schedules transportation of KAC units to KAC. Works with transporters on rates, consistent scheduling, transfer forms, damage claims, etc.
- Schedules transportation of KNI units to/from KNI
- Works with the Dealership management to request assistance from Sales and Service departments as needed. Works with the DSD schedule to provide assistance to the Dealerships, when available.
- Ensures supplies are kept at appropriate levels. Works with suppliers and management to source supplies as well as provide services to the dealerships and PCH.
- Schedules and completes vehicle & equipment maintenance scheduling/inspections. Maintains vehicle maintenance logs.
- Works to grow department and revenue streams
Completes rate increase proposals in a timely manner according to the department schedule. Works with the Director of Finance to determine the appropriate rate increase.
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Facilities Specific Duties:
- Processes Facilities Requests tickets within 1-2 business days. Creates, updates, and adds appropriate documentation to tickets in the Facilities Ticketing system.
- Ensures scheduling is completed on daily and weekly scheduling. Accounting for high priority items such as safety issues.
- Communicates with store leaders, GM/AGMs when their requests are scheduled, if they are rescheduled, and when they are completed.
- Ensures the team has the tools/equipment and supplies they need
- Develops and manages a Tools Inventory Catalog to ensure accurate on-hand quantity, location and date of acquisition
- Schedules and completes vehicle & equipment maintenance scheduling/inspections. Maintains vehicle maintenance logs.
- Ensures KPA Safety issues are addressed in a timely and appropriate manner for All locations.
- Ensures Tree Trimming/Removal Scheduling is completed as required. In the cases where trees are on neighboring properties, works to resolve the issues with the appropriate landowners.
- Utilities monitoring: Collaborate with AP, increased expenses should trigger investigation protocol and subsequent internal/external inspections and repairs if necessary.
Ensures all Photovoltaic systems are on a monitoring, maintenance & cleaning schedule. Schedules any repairs that need to be made to the system with appropriate vendors.
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ADDITIONAL DUTIES:
- Participates with port pickups/inspections if necessary
- Additional duties assigned by the Director of Finance or the President.
QUALIFICATIONS
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty . The requirements below represent knowledge, skill, and/or ability . Reasonable accommodations may be made to enable individuals with disabilities to perform basic functions.
- Driving is essential to the position; must have and maintain current, valid driver's license and a clean driving abstract.
- Strong leadership and communication skills
EDUCATION and/or EXPERIENCE
A high school diploma or general education degree (GED) is required, and leadership experience in the automotive industry is preferred.
COMPUTER SKILLS:
- Basic computer skills
- Proficient Microsoft Office skills
- Basic Google Suite skills
- Proficient with Email & Communication
LANGUAGE SKILLS :
- Ability to read and comprehend simple instructions, short correspondence, and memorandums. Ability to write simple correspondence.
- An ability to effectively present information in one-on-one and small group situations to management, customers, clients and employees of the organization.
- Ability to speak, read, and write fluently in English.
MATHEMATICAL SKILLS :
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.
- Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
- Ability to apply concepts of basic algebra and geometry.
REASONING ABILITY :
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
- Ability to deal with problems involving several concrete variables in standardized situations.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
CERTIFICATES, LICENSES, REGISTRATIONS
- Driving is essential to this position, must have and maintain a current valid driver’s license and a clean driving abstract.
MENTAL DEMANDS:
- Ability to work with multiple projects, tasks and deadlines.
- Continuous alertness and attention to detail, concentration and ability to perform mathematical calculations to produce accurate work
- Ability to work and effectively communicate with leadership and Store Personnel on time-sensitive matters.
PHYSICAL DEMANDS
The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.
While performing the duties of this job, the employee is regularly required to stand and talk or hear. The employee is frequently required to walk, sit, use hands to finger, handle, or feel, and reach with hands and arms. The employee is not required to climb or balance and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision, distance vision, and color vision. May occasionally lift and/or move up to 25 pounds with assistance from safety gears, equipment, or PPE.
WORK HOURS:
- Regular IKC Admin Department Hours
- Travel between IKC and other Company locations may require longer hours.
WORK ENVIRONMENT
The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently exposed to moving mechanical parts and outside weather conditions. The employee is occasionally exposed to wet and/or humid conditions; high, precarious places; and fumes or airborne particles. The noise level in the work environment is usually moderate.
