Executive Assistant/Operations Coordinator

Job Description

Job Description

Ideal Candidate Profile

The ideal candidate is a highly organized, detail-oriented professional with strong administrative, financial, and operational skills. They possess a high level of integrity, are comfortable handling confidential information and significant cash transactions, and have the ability to learn and adapt to new software systems and business processes. The successful candidate will be dependable, accountable, technology-driven, and capable of supporting a fast-paced dealership environment with accuracy and professionalism.

We Encourage You to Apply — Even If You Don’t Meet Every Requirement

Women and underrepresented candidates often hesitate to apply unless they feel 100% qualified. We don’t expect perfection. If you have a strong foundation in at least one core area — administration, accounting, inventory, or dealership operations — we will train you step‑by‑step in the rest. We value reliability, professionalism, and a willingness to learn.

Role Overview: Administrative & Executive Support

• Support the CFO and management team with daily administrative and operational tasks
• Manage incoming calls, emails, correspondence, and customer inquiries
• Prepare reports, spreadsheets, and business documents
• Maintain organized digital and physical filing systems
• Schedule appointments, meetings, and follow‑ups
• Assist with special projects and process improvements

Accounting & Cash Handling

• Assist with customer payments, receipts, deposits, and cash reconciliation
• Handle cash transactions using dual‑verification and documented controls
• Support accounts receivable follow‑up and collections
• Assist with bookkeeping tasks in QuickBooks and related platforms
• Verify accuracy of financial records and supporting documents
• Maintain confidentiality of financial and business information

Inventory & Dealership Operations

• Enter units, costs, recon items, and status updates accurately in Frazer
• Verify VINs, titles, and vehicle information for accuracy
• Maintain inventory files and documentation
• Track sold units and ensure all required paperwork is completed
• Assist with inventory audits and record verification

Compliance & Documentation

• Maintain complete, organized deal jackets
• Ensure all required documents (title, odometer, buyer’s order, POI/POA, etc.) are complete
• Support dealership compliance and recordkeeping requirements
• Maintain organized records for audits, inspections, and regulatory reviews
• Follow company policies, procedures, and internal controls

Customer Service & Communication

• Provide professional customer service in person, by phone, and via email
• Assist customers with documentation requests and transaction support
• Coordinate communication between customers, lenders, vendors, and internal teams

Technology & Process Management

• Learn and use Frazer, QuickBooks, Microsoft Office, CRM systems, and other business tools
• Maintain accurate digital records and document management systems
• Identify opportunities to improve efficiency and organization
• Follow written procedures and assist with updating company SOPs

Training & Support

You will receive:

• Structured onboarding
• Hands‑on training in dealership systems
• Clear written procedures
• Ongoing support from management

We invest in your growth — not just your experience.

We provide structured training, but we expect you to take ownership of your role and grow into full independence.

Minimum Qualifications

• High school diploma or equivalent
• At least 2 years of experience in any two of the following: administrative support, bookkeeping, accounting support, or office operations.
• Strong computer skills and ability to learn new software quickly.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and PDF tools.
• Strong organization, accuracy, and attention to detail.
• Professional communication skills (written and verbal).
• Ability to maintain confidentiality and handle sensitive information.
• Comfort handling financial transactions and following written procedures.
• Bilingual English/Spanish (required).
• Ability to pass a background check.
  

Preferred Qualifications (Not Required — We Will Train You)

• QuickBooks experience Bookkeeping or accounting support.
• Accounts receivable or collections.
• Inventory management.
• Dealership, automotive, trucking, trailer, or equipment industry experience.
• Vehicle title processing or DMV documentation.
• Experience with cash reconciliation, deposits, or high‑value cash handling.
• Experience with dealership management, CRM, or inventory software.
• Strong Excel skills (formulas, filtering, formatting).