Car Fleet & Administration Manager, USA

We’re JTI, Japan Tobacco International and we believe in freedom . We think that the possibilities are limitless when you’re free to choose. In fact, we’ve spent the last 20 years innovating, creating new and better products for our consumers to choose from . It’s how we’ve grown to be present in 130 countries.

But our business isn’t just business. Our business is our people. Their talent. Their potential. We believe when they’re free to be themselves, grow, travel and develop, amazing things can happen for our business .

That’s why our employees, from around the world, choose to be a part of JTI. It is why 80% of employees feel happy working at JTI. And why we’ve been awarded Global Top Employer status, ten years running .

So when you’re ready to choose a career you’ll love, in a company you’ll love, feel free to #JoinTheIdea.

Learn more:

Department: People & Culture

Location: Raleigh, NC

Reporting to: People & Culture Director USA

Role: Permanent

Car Fleet & Administration Manager, USA

About the Role

This role is responsible for leading the car fleet management services across all USA entities & locations, while driving efficient office administration in Raleigh, NC Office. Additionally, this role is responsible for fully leading Employee Health & Safety (EHS) in New Jersey office; and supervising EHS activities in Miami office.

This role allows an opportunity to expand on business administration knowledge and build high level of interaction with different collaborators, in a dynamic environment including Leaf, Ready-Made Cigarettes Manufacturing & Market operations.

What you will do

Environment, Health & Safety (EHS)

• Develop and update EHS policies and procedures for market and region offices, including emergency plan, fire prevention, etc., in line with JTI guidelines & local regulations ( Occupational Safety & Health Administration OSHA).
• Work with vehicle management vendor as well as other external vendors to provide driving trainings to corporate vehicles drivers and EHS related trainings ( evacuation training etc.) to all employees.
• Complete EHS reporting on quarterly, annual, and ad-hoc basis, as required for local and global submissions. This includes data management on mileage, gas consumption, accidents, office space and EHS budget & cost.
• Plan, coordinate and evaluate efficiency of preventive EHS measures ( First Aid, Office Space etc.), as well as prioritizing EHS activities across USA entities to drive Environment, Health & Safety culture.

Car Fleet Management

• Review and update vehicle policies across USA entities to maintain streamlined vehicle management processes.
• Build and maintain a strong working relationship with the vehicle management vendor to ensure high standard services, including, vehicle lease/replacement in coordination with Procurement and Finance Functions, vehicles maintenance, accidents management & repair, fuel cards supply, car insurance plans, and reporting requirements
• Provide support and guidance to corporate vehicle drivers, in addition to delivering vital and up-to date information to new hires through their onboarding training and presentation.
• Partner with relevant Functional Leads (in Market and Leaf) to better assess and identify job vehicles based on business needs, while coordinating with vehicle management vendor.
• Ensure accurate and timely billing & payment processes to the vehicle management vendor.
• Provide timely and accurate data to payroll team in line with the requirements of corporate vehicle personal use.

Administration and Office Management

• Be responsible for the office administration and activities in Raleigh, NC office, while sharing standard methodologies with other offices.
• Oversee the process of tracking and ordering office and kitchen supplies and equipment, while working with Global indirect Procurement (GIP), to identify efficiencies related to office supply procurement.
• Track office inventory related to P&C and Administration and submit to Finance, as needed.
• Supervise the maintenance and cleanness of the office premises, at all times and liaise with office building and resolve any upcoming issues.
• Assist with office space management and identify any vital improvement for the office environment by organizing workplace assessment and introducing workplace initiatives, as needed.

General Support

• Own the preparation for office events, summer events and year-end holiday parties and any other Company events

• Provide support in drafting presentations and reports.

• Act as backup for front desk activities (in the absence of the Office & Admin Associate). This includes answering and direct incoming calls, greet visitors, handling correspondence and packages etc.

People Management

• Coach, develop and mentor team members reporting directly and indirectly. This would also include providing guidance and feedback to achieve optimum results based on agreed objectives.

Who We Are Looking For

A dynamic, enthusiastic, and result-oriented person, with:

• 2-3 years’ experience of Administration, Vehicle Management and Health & Safety, in mid/ large corporation.
• Proficient skills in Microsoft Office applications ( PowerPoint, Excel, Word, Outlook)
• Ability to work independently and as part of a team, with confirmed experience of cross-functional collaboration.
• Ability to communicate and negotiate efficiently across the organization and with external vendors.
• Shown experience in decision-making and problem-solving
• Validated organization, planning and time management skills.
• Fluency in English language
• Proven understanding of HR systems ( SAP, SuccessFactors) is advantageous
• A Bachelor’s degree/ Diploma in Business Administration/ Management is advantageous

What We Offer

In JTI USA, we are proud to be recognized as Top Employer and awarded the Global Equality Standards certificate as we continue our dedication to equal pay and equal opportunities.

Our culture is what makes JTI USA a fun and exciting environment to work in. We value integrity, trust, empowerment, and freedom - freedom of choice, freedom of thought, freedom of expression, and freedom to be yourself.

We ask for accountability, ownership, results, and collaboration.

And we care for our people's well-being - In addition to the salary, you might want to enjoy the following:

• Annual Performance based Bonus
• Employee Stock Purchase Plan
• Personal Development
• Medical/ Dental & Vision Plan for employee & family members.
• Life insurance
• Matching 401(K)
• Paid Time Off (PTO)
• Paid Family Leave of 20 Weeks
• Short-Term & Long-Term Disability
• Education/ Tuition Assistance
• Flexible Dress Code
• Hybrid Work Setup
• Snacks & Drinks
• Office Parties
• Volunteering Activities
• Employee Assistance Program - counseling, for employees & family members.

In addition to other perks & benefits ( fitness/ wellbeing activities, employee discounts, service awards, recognition program, etc.)