Administrative Assistant-Risk Management and Loss Prevention

Cavender Auto Group is seeking a detail-oriented Administrative Assistant to support our Risk Management & Loss Prevention team. This position provides administrative and operational support to the Director of Risk Management and is an entry-to-mid-level role focused on documentation, tracking, and ensuring critical daily safety and compliance responsibilities are completed accurately and on time.

Job Summary

The Risk Management Administrative Assistant manages the administrative and operational foundation of dealership safety and compliance. This role helps ensure insurance documentation remains current, security procedures are followed, claims are properly documented, and safety standards are maintained across dealership facilities, including showrooms and service departments. The role also supports the collection and organization of documentation required for insurance carriers, legal counsel, and regulatory matters.

Key Responsibilities

Claims Administration

• Assist in collecting photos, written statements, incident reports, and repair estimates for vehicle damage, workplace incidents, and premises liability claims.
• Maintain organized claim documentation and assist with claim tracking and follow-up.
• Coordinate with internal departments to ensure timely reporting of incidents.

Legal & Incident Documentation

• Gather and organize documentation related to incidents, accidents, and disputes for insurance carriers and legal review.
• Assist with compiling timelines, witness statements, video footage requests, and supporting materials.
• Maintain confidential files and ensure documentation is stored securely and accurately.
• Support responses to legal inquiries, audits, and records requests as directed by the Risk Management Director.

Documentation & Insurance Tracking

• Maintain digital records of Certificates of Insurance (COIs) for vendors and third-party partners.
• Ensure loaner vehicle agreements are properly executed, filed, and retained.
• Monitor expiration dates and proactively request updated documentation.

Safety Inspections

• Conduct weekly walkthroughs of dealership lots and service departments using a standardized safety checklist.
• Identify and report potential hazards such as spills, blocked exits, unsecured keys, or safety risks.
• Support corrective action follow-up.

Compliance Support

• Assist the Finance & Insurance department in organizing documentation for Red Flags Rule audits.
• Verify that Buyers Guides are properly displayed on all pre-owned inventory to ensure regulatory compliance.

Key & Inventory Audits

• Support routine key audits and verify that high-value inventory is properly secured and tracked.
• Assist in monitoring GPS tracking documentation where applicable.

Safety Training & Meetings

• Coordinate safety training sessions and maintain attendance records to support OSHA compliance.
• Assist with scheduling, materials preparation, and communication related to safety initiatives.

Required Skills & Qualifications

Experience

• 1–2 years of administrative experience required; dealership, insurance, or legal office experience preferred.

Education

• High School Diploma or equivalent required.
• Associate’s degree in Business, Finance, or a related field preferred.

Technical Skills

• Proficiency in Microsoft Excel and Microsoft Office Suite.
• Familiarity with Dealer Management Systems (DMS), such as Reynolds & Reynolds or CDK, preferred.

Core Competencies

• Exceptional attention to detail with the ability to identify missing documentation or compliance gaps.
• Strong organizational and time-management skills.
• Ability to manage highly confidential and sensitive information with discretion.
• Effective communication and follow-through in a fast-paced environment.