Administrative Coordinator

Job Description

Job Description

Hiring!!! Administrative Coordinator!✨ APPLY NOW!

Job Description

The Administrative Coordinator supports a full-service semi-trailer dealership by serving as a key point of contact for customers seeking parts and service. This role fields phone calls, emails, and walk-in inquiries, identifies and procures semi-trailer parts from multiple vendors, coordinates trailer repair needs, and ensures accurate billing and documentation. The position combines customer service, administrative support, and basic technical understanding of semi-trailers to deliver timely, informed solutions to customers’ maintenance and repair needs.

Responsibilities

• Field customer phone calls, emails, and walk-in inquiries regarding semi-trailer parts and service needs in a friendly, professional, and informed manner.
• Communicate with trailer manufacturers and vendors’ technical support teams to identify and order the correct parts required for customer applications and trailer repairs.
• Work with multiple vendors to procure semi-trailer parts for a variety of applications, leveraging an understanding of trailers to help identify appropriate maintenance and repair solutions.
• Identify proper part numbers, verify availability, and recommend suitable parts and solutions based on customers’ needs and repair requirements.
• Pull parts for customer orders and prepare them for shipping or delivery, ensuring accuracy in order fulfillment.
• Perform occasional local parts deliveries within the Portland Metro area using a company vehicle, as needed.
• Ensure proper billing of parts on invoices, including accurate pricing, quantities, and customer information.
• Issue purchase orders for special-order parts and maintain organized records of orders and transactions.
• Read and interpret parts catalogs to identify cross references between aftermarket brands and original equipment manufacturers.
• Use internet resources, catalogs, and vendor contacts to research and verify details of specific part numbers and applications.
• Communicate trailer repair needs clearly and accurately on work orders for mechanics, ensuring technicians have the information required to perform repairs.
• Explain repair necessities, options, and associated costs to customers, and obtain budget approval prior to proceeding with work.
• Perform data entry related to parts, service inquiries, billing, and purchase orders, maintaining accurate and organized records.

Essential Skills

• Minimum of 3 years of experience in customer service and administrative roles.
• Strong customer service orientation, with the ability to assist customers in person, over the phone, and via email.
• Proven administrative support skills, including data entry, billing, and handling parts and service inquiries.
• Ability to manage purchase orders and ensure accurate invoicing for parts and services.
• Ability to read and interpret parts catalogs and cross-reference aftermarket brands with original part numbers.
• Capacity to learn and demonstrate skills through computer-based assessments.
• Valid Oregon or Washington driver’s license with a driving record acceptable to a commercial vehicle insurance provider, enabling occasional local deliveries.

Job Type & Location

This is a Contract to Hire position based out of Clackamas, OR.

Pay and Benefits

The pay range for this position is $25.00 - $27.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Clackamas,OR.

Application Deadline

This position is anticipated to close on Aug 21, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on us.fitly.work for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.