Administrative Assistant

Description

Administrative & Customer Service Coordinator

Position Summary

The Administrative & Customer Service Coordinator provides administrative, accounting, customer service, and operational support to ensure the efficient day-to-day operation of the branch. This position serves as the primary point of contact for customers, employees, vendors, and visitors while maintaining accurate financial records, supporting month-end accounting processes, coordinating customer communications, and assisting with dispatch and inventory activities. The ideal candidate is highly organized, detail-oriented, customer-focused, and able to prioritize multiple responsibilities in a fast-paced environment.

Essential Responsibilities

Accounting & Financial Support

• Process daily cash receipt reports and submit required documentation.
• Process daily check receipt reports.
• Process daily credit card reports and submit completed reports to the Accounting Department.
• Submit verified vendor invoices to Accounts Payable.
• Review and approve ReconPro invoices, ensuring all required documentation is attached, including:
  • Manager approvals
  • Purchase Orders (POs)
  • Claim numbers
  • Supporting documentation
• Ensure no new invoices remain in "New" status for more than three business days.
• Work with drivers and Mobile Repair Facility (MRF) technicians to obtain complete and accurate invoicing documentation.
• Coordinate with drivers to collect Cash on Delivery (COD) payments and outstanding balances.
• Finalize and manage customer claims within Dash.
• Work closely with managers to review and resolve employee missed punches in Paylocity.

Month-End Responsibilities

• Complete approval of all pending ReconPro invoices before month-end close.
• Ensure no invoices remain in "New" status before accounting close.
• Process all daily cash receipts, credit cards, and checks received within three hours of the published month-end close.
• Continue reviewing and updating transactions through the official published close time.

Customer Service & Administrative Duties

• Answer and direct incoming multi-line telephone calls professionally and courteously.
• Welcome and assist visitors.
• Respond to customer inquiries regarding products, services, pricing, and repair status.
• Receive, sort, and distribute incoming mail.
• Assist with shipping and receiving activities.
• Order and maintain office supplies.
• Serve as backup support for dispatching and front office operations.
• Utilize Google Voice texting as the primary method of customer communication when appropriate.
• Monitor GeoTab to locate field units and assist with operational coordination.
• Maintain accurate customer records and update contact information as needed.
• Monitor retail customer communications using Google Workspace and Streak.
• Respond to all incoming retail customer inquiries and quotes within 30 minutes of receipt.
• Contact customers daily regarding:
  • Non-repairable wheels
  • Wheels currently on hold
  • Completed repairs ready for pickup or delivery
• Track retail wheel production status and communicate updates to customers.
• Maintain Reputation Sensei and social media content to ensure business information remains current.
• Assist management with additional administrative and operational duties as assigned.

Inventory & Operations Support

• Perform daily inventory material check-outs.
• Prepare and submit weekly supply orders through the Supply Manager.
• Support daily operational workflows to ensure efficient branch operations.
• Assist with maintaining accurate documentation and operational records.

Required Software & Systems

Business Applications

• Google Workspace (Chrome required)
• Google Voice
• Streak (Google Chrome Extension)
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft Teams
• GoToMeeting
• GeoTab
• Eflects
• Paylocity
• NetSuite
• Clover
• Yelp
• Facebook
• IncentiveFox (Midwest & Las Vegas locations)

Requirements

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Minimum of 2 years of administrative, accounting, customer service, or office management experience preferred.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• Strong attention to detail and accuracy.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Ability to work independently while collaborating effectively with management and team members.
• Professional customer service skills with the ability to handle confidential information appropriately.

Core Competencies

• Customer Focus
• Communication
• Organization
• Attention to Detail
• Time Management
• Accountability
• Problem Solving
• Teamwork
• Adaptability
• Multitasking
• Professionalism

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Frequent use of telephone and office equipment.
• Occasional lifting of office supplies and packages up to 25 pounds.
• Ability to move throughout the office and warehouse as needed.

Work Environment

This position is primarily performed in an office environment with frequent interaction with customers, employees, vendors, and operational personnel. The role requires balancing administrative, accounting, and customer service responsibilities while supporting the daily operations of the business.