Administrative Clerk

Position Summary

The Administrative Clerk supports the daily operations of the dealership by performing general office duties and assisting with critical administrative processes related to vehicle sales. This role is responsible for accurate vehicle deal processing, title and registration paperwork, payoff coordination, and maintaining organized and compliant records. The ideal candidate is detail-oriented, dependable, and comfortable working in a fast-paced automotive retail environment.

Key Responsibilities

General Office Duties

• Perform filing, scanning, copying, and data entry to support office operations.
• Maintain organized digital and physical records in accordance with dealership policies.
• Other duties as needed

Vehicle Deal Processing

• Review and process all new and used vehicle deal packets for completeness and accuracy.
• Verify required documents such as purchase agreements, retail contracts, trade-in documents, and supporting forms.
• Ensure compliance with dealership, manufacturer, and state regulations.
• Submit deals to accounting and follow up on any missing or incorrect documentation.

Vehicle Title & Registration Processing

• Prepare and process title and registration paperwork for retail and wholesale transactions.
• Communicate with state DMV offices, lenders, and customers to resolve title issues.
• Track pending titles and ensure timely completion of all title work.
• Maintain up-to-date knowledge of state title requirements and regulations.

Vehicle Payoffs

• Process trade-in payoffs and maintain accurate payoff records.
• Communicate with lenders to obtain payoff quotes and confirm lien releases.
• Follow up on outstanding payoffs.

Qualifications

• High school diploma or equivalent; additional administrative/business training preferred.
• Prior office or administrative experience (automotive dealership experience a plus).
• Strong attention to detail with excellent organizational skills.
• Ability to handle confidential information with professionalism.
• Proficiency with Microsoft Office Suite and dealership management systems (CDK, Reynolds & Reynolds, or similar preferred).
• Ability to multi-task and work efficiently in a deadline-driven environment.
• Strong communication and customer service skills.

Work Environment

• Full-time position, Monday–Friday (with occasional weekend availability as needed).
• Office-based role within a dealership setting.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• dealership: 1 year (Preferred)

Work Location: In person