Retail Administrative Assistant

Description:

Position Summary

SoFlo Customs is seeking a highly organized and detail-oriented Retail Administrative Coordinator to support the day-to-day administrative operations of our retail location.

This position serves as the administrative hub of the store and requires someone who is comfortable working across multiple systems, performing high-volume and accurate data entry, tracking vehicle and inventory movements, supporting accounting processes, and assisting with the final stages of the customer delivery experience.

A significant portion of this position involves trade-in vehicle administration, vehicle movement tracking, inventory control, and cross-system data monitoring . The ideal candidate is highly accurate, comfortable with technology, and able to identify discrepancies before they become larger operational or accounting issues.

This is a hands-on role in a fast-paced automotive environment. The successful candidate must be comfortable balancing detailed administrative work with the everyday needs of a busy retail operation.

Essential Duties & Responsibilities

Vehicle & Trade-In Administration

• Enter and maintain trade-in vehicle information accurately and timely.
• Perform high-volume vehicle and inventory data entry across company systems.
• Process and monitor vehicle movements within BRO and other internal systems.
• Enter and reconcile ramp receipts and vehicle arrival information.
• Monitor vehicle status and movement from arrival through the appropriate internal process.
• Compare information across multiple systems to identify missing, inaccurate, or inconsistent data.
• Assist with maintaining accurate store-level vehicle and inventory records.
• Follow up on outstanding information or discrepancies with the appropriate departments.
• Maintain organized supporting documentation for vehicle transactions and movements.

Inventory Control & Data Accuracy

• Monitor store-level inventory records and assist in ensuring physical activity is accurately reflected within company systems.
• Conduct routine cross-system reviews to ensure vehicle and inventory information is consistent.
• Research discrepancies and communicate issues requiring correction or escalation.
• Maintain accurate electronic and physical records as required.
• Assist leadership with inventory reports, reconciliations, and administrative follow-up.
• Maintain a high level of accuracy when entering VINs, vehicle information, dates, transaction details, and other critical data.

Accounting & Administrative Support

• Provide store-level administrative and accounting support.
• Assist with gathering, organizing, and submitting documentation requested by Accounting.
• Complete bank runs and other approved business errands as needed.
• Maintain organized records, receipts, and supporting documentation.
• Assist with administrative follow-up on transactions and outstanding paperwork.
• Order and maintain appropriate levels of office supplies.
• Support management with general administrative projects and reporting.

Customer Delivery Support

• Help ensure final-delivery items are prepared and available before the customer arrives.
• Verify delivery items such as two vehicle keys, customer shirts, hats, and other applicable materials .
• Coordinate with Sales and other departments to resolve missing delivery items.
• Greet customers professionally upon arrival and connect them with the appropriate team member.
• Help maintain an organized and professional front-office and customer-facing environment.
• Provide administrative assistance during the delivery process as needed.

Qualifications

• Previous administrative, automotive dealership, inventory, accounting-office, title, vehicle processing, or similar experience preferred.
• Strong data-entry skills with an exceptional level of accuracy.
• Comfortable working in and learning multiple software platforms simultaneously.
• Strong Microsoft Excel and general computer skills.
• Ability to compare information across systems and identify discrepancies.
• Strong organizational and follow-through skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail, particularly when working with VINs, vehicle records, financial information, and inventory data.
• Professional communication and customer-service skills.
• Ability to work independently while collaborating closely with Sales, Accounting, Operations, and other departments.
• Valid driver's license and ability to complete occasional business-related errands, as required.

Key Competencies

Successful candidates will demonstrate:

• Exceptional Attention to Detail
• Data Accuracy
• Organization & Follow-Through
• Technology Adaptability
• Inventory Awareness
• Problem Solving
• Sense of Urgency
• Accountability
• Customer Service
• Cross-Department Communication

What Success Looks Like

Success in this position means that vehicle movements are properly recorded, trade-in information is entered accurately, inventory records remain current, discrepancies are identified and addressed promptly, Accounting receives the information it needs, and each customer delivery is administratively prepared before the customer arrives.

The Retail Administrative Coordinator is expected to help create an organized, accurate, and professional retail operation where details do not fall through the cracks.

Compensation details: 22-24 Hourly Wage

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