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Administrative Assistant
Administrative AssistantConfidential • Murrieta, CA, US
Administrative Assistant

Administrative Assistant

Confidential • Murrieta, CA, US
[job_card.variable_days_ago]
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  • [job_card.full_time]
[job_card.job_description]

Job Description

Job Description

Job Title : Administrative Assistant

Job Summary :

The Administrative Assistant provides essential support to administrative and sales operations, ensuring the smooth handling of customer information, documentation, and internal processes. This role requires attention to detail, proficiency with data entry, experience with accounts receivable and payable, and the ability to multitask in a dynamic retail and service environment. The Administrative Assistant will serve as a backup for key operational tasks, help maintain accurate records, and support communication with customers, vendors, and internal teams.

Supervisory Responsibilities :

  • None

Duties / Responsibilities :

  • Assist with answering and routing incoming phone calls
  • Support maintenance of customer portals by assisting with adding new accounts, updating Certificates of Insurance (COIs), vendor contracts, and annual billing records
  • Assist with processing insurance requests for customers requiring additional insured status
  • Enter vouchers into the system as needed for backup
  • Assist in processing, organizing, and maintaining sales deal jackets
  • Support the entry and tracking of unit inventory using systems such as Teams and dealer software
  • Monitor office supply levels and manage orders for the Murrieta location and requests from other branches
  • File invoices and sales deals in physical filing cabinets in an organized and timely manner
  • Register warranties and input relevant dates
  • Send Manufacturer's Statement of Origin (MSO) documents to financing companies
  • Send Net 30 invoices to qualifying customers along with purchase orders (POs)
  • Provide backup support for printing DMV paperwork for sales transactions
  • Assist in receiving and distributing license plates from the DMV
  • Assist with accounts receivable and payable
  • Perform other administrative and clerical tasks as assigned by management
  • Maintain confidentiality of sensitive customer and company data

    • Required Skills / Abilities :

  • Strong organizational and time management skills
  • Excellent verbal and written communication abilities
  • Detail-oriented with a high degree of accuracy in data entry and record-keeping
  • Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and familiarity with CRM or dealership software is a plus
  • Ability to learn and use dealership-specific systems with training
  • Ability to work independently and manage multiple tasks with minimal supervision
  • Reliable and professional demeanor in both appearance and communication
  • Ability to handle confidential information with discretion

    • Education and Experience :

  • High School Diploma or equivalent required
  • 2+ years of administrative or clerical experience preferred, especially in a retail, dealership, or service environment
  • Familiarity with basic accounting or invoicing practices is a plus
  • Experience working with DMV documentation and warranty registrations is desirable but not required

    • Physical Requirements :

  • Prolonged periods of sitting at a desk and working on a computer
  • Ability to occasionally lift up to 50 pounds (e.g., file boxes, office supplies)
  • Repetitive motion tasks such as typing and filing
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