Administrative Support Specialist

Job Overview
We are seeking a professional, organized, and customer-focused Administrative Assistant to support daily operations at our automotive dealership. This role is essential to maintaining a welcoming environment for customers while ensuring smooth administrative and clerical support across multiple departments. The ideal candidate is detail-oriented, proactive, and comfortable multitasking in a fast-paced dealership setting.

This position will be cross-trained to assist in the accounting office and provide coverage when team members are absent.

Responsibilities

• Manage front desk duties, greeting visitors and directing them appropriately with professionalism and warmth
• Support the General Manager and department managers with daily administrative tasks.
• Prepare and send daily reports for the sales, service, and administration teams.
• Collect and organize information from different departments.
• Keep track of appraisal updates and maintain accurate records.
• Handle paperwork and claims related to dealership vehicles and loaner cars.
• Scan, file, and organize both electronic and paper documents.
• Created and manage the paperwork process for vehicle transfers.
• Prepare and ship important documents through FedEx, including titles, finance contracts, and temporary tags.
• Make customer follow-up calls and assist with customer service needs.
• Cover the reception desk when needed and greet customers.
• Sort and distribute incoming mail.

-Plan and assist with employee events, including decorations, food, and photos.

-Provide support to the sales, service, finance, and management teams as needed.

• Operate multi-line phone systems, handle incoming calls, transfer inquiries, and provide courteous customer support
• Maintain organized filing systems, both physical and digital, ensuring easy retrieval of documents and records
• Perform data entry tasks accurately using Microsoft Office, Google Workspace, and other office management tools
• Assist with bookkeeping using QuickBooks to process invoices, track expenses, and support financial recordkeeping
• Schedule appointments, manage calendars, and coordinate meetings efficiently for staff and management
• Support office management activities including supply ordering, mail handling, and maintaining a clean work environment

Requirements

• High school diploma or equivalent required; associate degree preferred
• Previous administrative or office experience, preferably in an automotive or retail environment
• Strong customer service and communication skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Excellent organizational skills and attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Professional appearance and demeanor
• Willingness to learn accounting functions and cross-train in additional roles

Join us as an Administrative Assistant and become an integral part of a vibrant team dedicated to operational excellence! Your proactive attitude and organizational prowess will help create a seamless workplace where productivity thrives. We value your contribution and are committed to supporting your professional growth every step of the way.

Work Location: In person