Office Administrative Coordinator

Job description

Description

Job Summary:

We are seeking a detail-oriented and organized Administrative Coordinator to support both our Accounting and Sales teams. This position divides its time evenly between administrative and bookkeeping support for the Accounting team — invoice processing, expense tracking, reconciliations, and financial record maintenance — and day-to-day administrative support for the Sales team, including delivery and pickup coordination, vehicle readiness, and repair status tracking. The ideal candidate is highly organized, comfortable managing competing priorities across two departments, and able to keep accurate information moving between the departments.

Duties & Responsibilities:

Accounting & Office Administration - Enter vehicle purchases, related costs, deal information, and payoff documentation into the DMS; scan and organize supporting records in the network drive and DMS. - Track, code, and process reconditioning expenses to the appropriate repair orders in DMS and QuickBooks. - Process vendor invoices and prepare checks for Assistant Controller approval and signature. - Serve as the day-to-day contact for reconditioning vendors on billing and outstanding invoices, obtaining expense detail from third-party portals when available. - Maintain and update internal trackers for daily inventory purchases, parts expenses, floorplan vehicles, and vehicle payoffs. - Manage day-to-day bookkeeping for company credit card expenses and ensure transactions are properly documented and recorded. - Support the Accounting team with month-end close by helping ensure expenses are entered into DMS and QuickBooks accurately and on time.

Sales Support - Provide day-to-day administrative support to the sales team, handling administrative needs on their behalf so salespeople can remain focused on selling. - Communicate and coordinate with the Operations Manager to monitor vehicle repairs and reconditioning progress, follow up with the shop and outside vendors to confirm work is completed, and keep the sales team and management updated on vehicle status. - Confirm vehicles are on-site, clean, and presentable in advance of scheduled appointments, and staged and ready ahead of shipping. - Coordinate customer deliveries and vehicle pickups, and communicate with transportation companies to schedule and confirm inbound and outbound vehicle movement. - Capture and provide additional photos and video of inventory requested by the sales team on behalf of customers. - Review open deals to identify outstanding customer or deal-related items requiring attention and flag them to the responsible salesperson or manager.

General Office Support - Provide general clerical and administrative support, including answering phones, sorting and distributing mail, and preparing documents. - Maintain office supply inventory and order supplies as needed. - Coordinate and schedule company-wide meetings, outings, and events. - Collaborate with internal teams to streamline, optimize, and automate administrative and bookkeeping processes, including identifying tasks well suited to AI. - Use company-approved AI tools day to day to draft correspondence, summarize documents, organize and cross-check data, and reduce time spent on repetitive administrative work. - Communicate ad hoc updates and important operational information to staff as needed. - Perform other related duties as assigned.

Requirements

Required Skills & Abilities:   - Excellent organizational skills and attention to detail. - Excellent verbal and written communication skills. - Excellent interpersonal skills with a service-oriented approach to supporting internal teams. - Excellent time management skills with a proven ability to meet deadlines. - Ability to multitask and manage competing priorities across two departments and shift focus without losing track of open items. - Proficient with Microsoft Office Suite, specifically Microsoft Excel. - Proficient with AI tools such as ChatGPT, Claude, or Microsoft Copilot, with a willingness to learn new tools as they are adopted.

Education & Experience: - High school diploma or equivalent required; Associate degree in office administration or related field preferred. - At least two years of administrative and clerical experience required. - Automotive dealership experience preferred. - QuickBooks Online experience a plus. - Demonstrated use of AI tools in a professional setting preferred.