Business Support Specialist and Executive Admin, US Ag & Fleet

UPL Limited (NSE: UPL & BSE: 512070, LSE: UPLL) is a global provider of sustainable agriculture products and solutions, with annual revenue exceeding $6bn. We are a purpose-led company. Through OpenAg®, UPL is focused on accelerating progress for the food system. We are building a network that is reimagining sustainability, redefining the way an entire industry thinks and works – open to fresh ideas, innovation, and new answers as we strive towards our mission to make every single food product more sustainable. As one of the largest agriculture solutions companies worldwide, our robust portfolio consists of biologicals and traditional crop protection solutions with more than 14,000 registrations. We are present in more than 130 countries, represented by more than 10,000 colleagues globally. For more information about our integrated portfolio of solutions across the food value chain including seeds, post-harvest, as well as physical and digital services, please visit upl-ltd.com and follow us on LinkedIn, Twitter, Instagram and Facebook.

Fleet Administration support to Field Staff of all UPL Group Companies (US & Canada) entities currently more than 200 Vehicles (30%):

• Manage the day-to-day fleet program & address all issues that arise with the North America Fleet program.

• Collecting & keeping driver’s license reports up to date.

• Coordinate with Company Executive Management of all UPL US and Canada entities as well as HR and Finance in supporting and implementing the Fleet Program in compliance with the Company Policy and Safety Standards. Ensure that Fleet Management Policy is up-to-date and reviewed annually or when any change occurs.

• Contributes to the cross functional development of the Company Policy and its enforcement

  • Partner with HR to ensure fleet policy signatures of all drivers

  • Coordinate with HR on Development & Execution of Annual Driver Safety Program.

  • Partner with Company Tax Department and HR to ensure the Fleet Management Company personal use calculation is current with regards to any tax law changes.

• Coordination with Fleet and/or Fuel Management Company on a regular basis, regarding:

  • Requesting new fleet vehicles for new or existing fleet drivers

  • Reviewing the fleet quote presented to assure it meets all safety requirements

  • Managing the signing of the fleet quotes with CFO/Treasurer/Finance Designate

  • Requesting the transfer of fleet vehicles from one driver to another fleet driver

  • Coordinating with Fleet Management Company and Payroll for annual compliance needs regarding imputed mileage for personal use. Assisting with Imputed Income spreadsheet preparation as needed.

  • Requesting yearly fleet vehicle replacement request suggestion report.

  • Requesting additional supporting documentation for billing disputes.

  • Arranging all fleet rentals for new and existing fleet drivers.

  • Requesting status of fleet vehicle registration renewals.

  • Ordering new fuel cards for new or existing fleet drivers.

  • Monitoring fuel type purchasing.

  • Accident Management Coordination with Fleet Management Company and Companies Auto Insurance Provider.

  • Ensure all drivers receive timely fuel card, insurance card, and assuring access to the Fleet mobile app.

  • Monitoring company car mileage reporting to assure the fleet driver is reporting on a consistent basis.

• Monthly review, submission and reconciliation of bills from Fleet Management company

• Support annual auto insurance renewals

• Support annual budget exercise

Provide Administrative support to regional leadership team members in Cary, including Head of US Ag, Head of National Accounts, Head of Supply Chain, and Head of Finance (30%):

• Daily / Weekly Support for Travel, Expense Management, Meeting coordination and administrative tasks..

• Coordinating details for National Sales Meeting, Customer meetings and Conferences including venues selection, negotiating contract terms, budgets, travel & meeting room coordination, event supplies, communications, communicating guest room confirmations, transportation, and meal planning.

• Develop customer presentations in Powerpoint

QUALIFICATIONS:

• Certifications related to Facilities Management will be preferred

• 5+ years of experience either as a Business Support Specialist/ Office Manager & Administrative Assistant with Fleet Administrative Support experiences

• Knowledge of Office Administrator responsibilities, systems and procedures

• Proficiency in MS Office (MS Excel, PowerPoint and MS Outlook, in particular)

• Attention to detail and problem-solving skills

• Excellent written and verbal communication skills

• Strong organizational and planning skills in a fast-paced environment

• Collaborative mindset and experience of working with diverse teams

KEY COMPETENCIES:

Adaptability & Resilience: Recognizes and is open to changing circumstances and alters behavior and scales up as necessary; increases personal awareness and appreciation of individual and cultural differences to create an open, inclusive, and accepting workplace.

Entrepreneurial Mindset: Has a creative mindset and ability to think holistically, takes calculated risks and maximizes opportunities.  Having a Solution Mindset and positive outlook.

Results Orientations: Takes action, pursues goals with persistence and achieves results; communicates goals and vision to the team to drive enthusiasm and ambition.

Execution Excellence: Enhances the speed of execution and builds efficiency in processes, systems, and people; has sharp focus on quality-orientation.

Strategic Orientation: Demonstrates knowledge of the social, economic, and environmental factors and how they impact the business. Identifies key issues that could impact the business and develops strategy through an analytical lens / design thinking.

Building Teams and Talent: Empowers colleagues through knowledge sharing and delegation, quickly establishing rapport; provides recognition for achievements and accomplishments.

Customer Centricity:  Understands the customer needs and pain points, fulfills the needs and expectations by focusing on creating value for customers.

Travel: May be required to travel as part of coordinating National or Regional Meetings for Sales and Field Staff up to 5%

We are one team, for maximum impact. One team with shared goals. We all play for the team and no one plays against the team. We have a laser-like focus on what our customers need and want, on anticipating their future needs and on how we can create innovative solutions and experiences for them. #UPLJobs