Administrative Assistant

Description

Retail / Office Administrator

Alloy Wheel Repair Specialists (AWRS)

Position Summary

Alloy Wheel Repair Specialists (AWRS) is seeking an organized, customer-focused Retail / Office Administrator to support the day-to-day administrative and retail operations of our location.

This role serves as an important point of contact for our retail customers while also providing administrative, accounting, and operational support to the local team. The ideal candidate is professional, responsive, highly organized, comfortable managing multiple priorities, and able to communicate effectively with customers, technicians, drivers, managers, and other departments.

This position is a great fit for someone who enjoys a fast-paced environment and likes having a variety of responsibilities rather than performing the same task all day.

Key Responsibilities

Customer Service & Retail Support

Serve as a primary point of contact for retail customers by phone, text, email, and in person.

Respond promptly and professionally to customer inquiries, quote requests, and service questions.

Prepare and follow up on retail quotes and maintain accurate records of customer communication.

Contact customers regarding completed repairs, non-repairable wheels, wheels on hold, and other service updates.

Track retail wheels throughout the repair and production process and provide customers with timely status updates.

Maintain accurate customer contact information and service records.

Assist with customer payments and retail transaction processing.

Help maintain the company's online reputation and respond to or coordinate customer communications through designated platforms.

Office & Administrative Support

Answer and manage multi-line telephone calls and assist visitors to the location.

Receive, sort, and distribute incoming mail and deliveries.

Assist with shipping and receiving activities.

Coordinate office supply needs and place routine orders.

Provide administrative support to location management and team members.

Assist with dispatching and front-office coverage as needed.

Monitor company vehicles and field units using company tracking systems.

Maintain organized electronic and physical records.

Assist management with additional administrative and operational projects as assigned.

Accounting & Operational Support

Prepare and process daily cash receipt, check, and credit card reports.

Review vendor invoices for accuracy and required supporting documentation.

Submit verified invoices for Accounts Payable processing.

Review and approve eligible invoices in company systems after confirming required documentation, including signatures, purchase orders, and claim information.

Follow up with technicians, drivers, and managers to obtain missing documentation.

Assist with collection of COD and past-due customer balances.

Support the processing and tracking of customer claims.

Complete required month-end accounting and reconciliation tasks within established deadlines.

Assist managers with resolving missed punches and basic timekeeping discrepancies.

Inventory & Location Support

Assist with daily inventory/material check-out.

Coordinate weekly supply orders with the appropriate manager.

Maintain awareness of units and technicians in the field to support customer service and operational needs.

Help ensure administrative and operational items are completed accurately and on schedule.

Requirements

Required Education, Experience & Qualifications

• High school diploma or equivalent required. 
• No previous experience required; we are willing to train the right candidate. 
• Valid driver’s license required. 
• Must maintain a satisfactory driving record in accordance with company requirements. 
• Strong customer service and communication skills. 
• Basic computer proficiency and ability to learn multiple software systems. 
• Strong organizational skills and attention to detail. 
• Ability to manage multiple priorities in a fast-paced environment. 

Preferred Qualifications

• 1–3 years of experience in customer service, retail, office administration, automotive services, or a related environment preferred, but not required. 
• Previous experience handling customer payments, invoices, basic accounting functions, or administrative records is a plus. 
• Experience working in an automotive dealership, repair facility, collision center, or similar automotive environment is a plus. 
• Familiarity with Microsoft Office, Google Workspace, NetSuite, Paylocity, Geotab, or similar business systems is preferred.