Dealer Development Administrative Analyst (Hybrid)

The role is located in Lincolnshire, IL (north of Chicago). This is a hybrid role (after 30 days). Dealer Development Administrative Analyst: We are seeking a highly organized and proactive Dealer Development Administrative Specialist to support the construction of our recently adopted Dealer Development Department. This role requires exceptional communication skills, attention to detail, and the ability to manage multiple tasks efficiently. The position is essential in supporting the growth and success of our dealer network. The ideal candidate will be a self-starter who can anticipate the needs important to the department and senior management. Using strong organizational skills, excellent communication abilities, and a passion for fostering relationships with distributors and dealers to grow the Kubota Dealer Network within the outdoor power and industrial equipment industry. The Dealer Development Administrative Specialist will be responsible for providing comprehensive support to the Dealer Development Department by managing administrative tasks, coordinating communication, and assisting with project management. This role is crucial in ensuring the smooth operation of the department and enhancing productivity. Focused on identifying, onboarding, and supporting dealers to maximize their potential and drive business growth. This role involves collaborating with all internal Kubota departments to develop strategies that enhance dealer performance and ensure alignment with company goals. It also requires external support working with Kubota Distributors to influence and support Kubota company initiatives. Job Description Summary: The Dealer Development Administrative Analyst will be responsible for providing comprehensive support to the Dealer Development Department by managing administrative tasks, coordinating communication, and assisting with project management. This role is crucial in ensuring the smooth operation of the department and enhancing productivity. Duties and Responsibilities: Department Support: Assist in building, establishing and developing the newly added Dealer Development Department, including creating ISO processes, procedures, and best practices. Documentation: Prepare and edit correspondence, writing and editing internal and external communications, reports, presentations, manuals, contracts and other documents as needed. Meeting Coordination: Organize and prepare agendas for meetings, host meetings, take minutes, and follow up on action items. Project Management: Coordinate and manage various projects related to Dealer Development, including market research, surveys, evaluations, dealer/distributor manuals and expansion initiatives. Often multiple projects at once ensuring deadlines are met and objectives are achieved. Dealer Support: Facilitate the contract process for the entire dealer network. Manage, maintain, update dealer records in the master database and vetting information for accuracy. Administrative onboarding of new dealers–mergers–updates–terminations. Dealer Opportunities: Identify potential dealers in targeted markets to expand the dealer network. Performance Analysis: Monitor distributor and dealer performance metrics and prepare KPI (Key Performance Indicator) reports for goals, improvement, opportunities for growth, identify trends, analyze data and identify areas for improvement to develop action plans. Communication and Relationship Management: Build and maintain strong relationships with distributors and dealers acting as a point of contact addressing inquiries and providing support in a timely manner. Collaboration: Work closely with all internal Kubota department and distributor teams to facilitate Dealer Development initiatives. Market Research: Conduct research on competitive landscape activities and identify market trends to support strategic growth, planning and decision-making within the dealer network. Reporting: Strong analytical skills with the ability to interpret data and make strategic recommendations. Prepare regular reports on distributor and dealer performance, market insights, and development initiatives for management review. Event Coordination: Assist in organizing training sessions, distributor/dealer meetings, and promotional events. ISO-9001: Ensure all documentation and process follow ISO-9001 standards for Kubota and the Dealer Development Department. Communicate, organize and maintain confidential information and material. Follow safety guidelines and department and corporate policies and procedures. Maintain an organized and secure work environment. Other job tasks as required Job Knowledge, Skills and Abilities: Proficient in Microsoft Office Suite (Word, PowerPoint, Excel) and project management tools. Experience with the following software is a plus: § (SAP) Systems, Applications & Products in Data Processing § Docusign § SharePoint § Adobe, Adobe Acrobat, Adobe Pro § Customer Relationship Management (CRM) software Action oriented individual serving as the “Trouble Shooter” with the ability to “Challenge The Status Quo”, be the “Voice of The Dealer/Distributor”, identifying opportunities, being the “Change Agent” that drives progress. Strong customer service and problem-solving skills with attention to detail. Ability to be flexible and balance various projects with effective time management skills. Proactive mindset and utilize independent thinking to report improvement opportunities. Ability to work independently and as part of a team effort that is customer focused. Strong organizational and multitasking skills with the ability to manage multiple projects simultaneously. Effective people skills to interact across all levels of an organization. Excellent communication and interpersonal skills to effectively work with a network of distributors, dealers, OEM’s and internal stakeholders. Strong analytical and problem-solving skills with the ability to translate data into actionable insights. Excellent communication and presentation skills, with the ability to collaborate effectively with cross-functional teams and external partners. Experience in a dealership, dealer development, business development, sales, service and or working with a distributor/dealer network/territory or similar role is preferred. Experience working with Dealer Management Systems (DMS) or Customer Relationship Management (CRM) platforms is a plus. Ability to travel up to 15% as needed to meet with distributors/dealers and attend industry events possibly with last minute notice, throughout North America. Education and Training: 2+ Years experience in an administrative support role, preferably in a corporate environment. A degree in business, business management, business administration, marketing, communication or a related field preferred. Physical Demands Sitting for long periods of time. Time of walking, stooping, bending, and reaching. Dexterity to make fast, simple, repeated movements of the fingers, hands, and wrists. Movement by holding, turning, and grasping, pushing and pulling of objects. Reaching by extending hands in any direction. Ability to hear and carry normal conversations on phone or in person. Ability to drive a car and travel by air for extended periods of time. While traveling, will experience noise and comfort levels common to automobiles and airplanes Ability to see more than 20 feet. Ability to see color and see/read computer screen. Regular lifting and/or moving up to 50 pounds. Feeling temperature, shape, or texture by means of senses in skin. Exposure to engine testing labs, noise level ranges from moderate to very loud. Exposure to vibration, fumes, gases, and proximity to moving mechanical parts. Handling of potentially dangerous chemicals or other substances, dangerous equipment, and tools. Work produced is subject to precise measures of quality and quantity. Work Environment Work is commonly performed in an office environment. Visits to dealers, Distributors, OEM’s in front of shop, back and outside. Limited exposure to the warehouse. Limited exposure to temperature variations when shipping doors are open or when traveling. Join us in driving success through effective dealer partnerships! The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.