Sales & Operations Support Officer

About UBCO

UBCO is an Electric Utility Vehicle brand, renowned for creating the world's toughest electric motorbike. Founded and designed in New Zealand for our rugged landscapes, the all-wheel drive UBCO 2x2 is ridden by hunters, ranchers, and urban commuters alike. We supply over 200 dealers worldwide supporting conservation agencies, law enforcement, farmers and postal workers with a utility-first, safe, reliable, quiet, and easy to use vehicle, ready for everything the great outdoors can throw at you.

The core values at UBCO reflect our beliefs, fundamental driving forces, and priorities. We follow and live by Unlock, Build, Connect and Own.

UNLOCK your potential/ About the Position

Are you a multitasking superstar with a knack for office management and finance administration? UBCO is on the lookout for an Sales & Operations Support Officer to join our dynamic team in Eugene. In this role, you'll provide invaluable administrative support to our cross-functional teams spanning finance, sales, and warehouse operations.

The ideal candidate will be highly organized, with a people-oriented approach and a background in accounts administration and experience using inventory management systems. You'll play a pivotal role in managing day-to-day administrative tasks while overseeing inventory management systems and sales processes. Additionally, you'll have the opportunity to supervise and support a small warehouse distribution team, ensuring smooth operations, accurate cycle counts, and system maintenance.

If you're someone who thrives in a fast-paced environment, loves working with diverse teams, an Excel whizz and enjoys leveraging your administrative prowess to drive success, then this is the perfect opportunity for you!

OWN the space

The Sales & Operations Support Officer Day to day duties will include:

Sales Support:

• Assist the sales team with order processing, including order entry, invoicing, and tracking shipments.
• Collaborate with sales representatives to ensure timely delivery of products and resolve any delivery-related issues.
• Generate reports on sales performance, inventory levels, and customer trends to support sales strategies.
• Maintain a clean database of vehicles within Unleashed and HubSpot, including tracking of demonstration/loan vehicles.
• Retention and maintenance of all necessary documents for dealership functions.
• Production of sales reports including parts statements, commission, vehicle sales, regulatory, and financial reports as needed.
• Process sales deals through the funding stage and incentive rewards (rebates, etc.).
• Process credit holdbacks.
• Process customer finance applications.

Accounts Admin Support:

• Provide administrative support to the finance department, including processing invoices, expense reports, and purchase orders.
• Assist in reconciling financial records, identifying discrepancies, and resolving billing issues.
• Liaise with vendors and suppliers to ensure accurate billing and payment processing.
• Maintenance of product library in Unleashed.
• Maintenance of fixed asset register.
• Point of contact to local premises and equipment leases.
• Assist file and pay state tax returns.
• Banking of customer checks and sending manual checks.
• Procurement of office and warehouse consumables.

Warehouse Supervision & Inventory Management:

• Supervise a small team of warehouse staff, ensuring they adhere to safety protocols and operational procedures.
• Oversee planning of warehouse activities.
• Support team in daily activities.
• Routing of orders through shipped stage in Unleashed.
• Inventory Management - maintain inventory accuracy through regular cycle counts and reconciliation processes, reporting back to Head Office finance team in New Zealand.
• Resolve any issues or discrepancies that arise during warehouse operations.

Compliance:

• Process state business and motor vehicle dealer licences and maintain renewals.
• Liase with external agencies on the above.
• Sign local MCO’s.
• Point of contact for any licencing queries.
• Send VIN correction letters.

BUILD on your experience (Requirements)

• 2 years of proven experience in office management, accounts administration or similar multifaceted role is essential.
• Familiarity with inventory management systems and proficiency in Microsoft Office Suite (namely Excel).
  
• Knowledge of sales processes.
• Strong analytical and problem-solving skills, with attention to detail.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively across departments.
• Ability to prioritize tasks and manage time efficiently in a fast-paced environment.
• Experience in supervising a small team.
• Experience/knowledge in warehouse operations.

CONNECT to the ride of your life

• Set your sights high with significant career development opportunities in a company on the cusp of remarkable growth.
• Help grow a meaningful business from the early stages with an ambitious group of like-minded innovators.
  
• Engage widely with our global company footprint, building lasting relationships with diverse, exceptional minds, around the world.
• See your work come to life, being loved, and used in the most unusual places worldwide from the desert to the arctic, and everything in between.

Compensation & Benefits

• Competitive compensation depending on experience and skill set
• 100% company paid medical, dental and vision insurance
• 20 days (4 weeks) of paid time off in a year
• 11 paid Holidays
• Sick Leave
• Paid Parental Leave
• 401K Options
• Flexible work schedule
• Company paid laptop
• A chance to test out Electric Adventure Vehicles in the industry
• Steep Employee discount to purchase 2X2's

UBCO is committed to an environment of mutual respect and inclusion, representative of all backgrounds and abilities. We celebrate the differences of our teammates and are a proud ally in our diversity goal as an equal opportunity employer. All employment decisions at UBCO are based on business needs, job requirements and individual qualifications, without regard to race, colour, religion, or belief, national, social, or ethnic origin, sex, or gender identity. If you need assistance or accommodation due to a disability, please contact our local office.