EXECUTIVE ADMINISTRATIVE ASSISTANT / OFFICE COORDINATOR

Job Description

Job Description

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EXECUTIVE ADMINISTRATIVE ASSISTANT / OFFICE COORDINATOR

PRO AUTO RESTORATION – San Jose, California

Position: Executive Administrative Assistant / Office Coordinator
Job Type: Full-Time | Monday–Friday | In-Person
Compensation: Based on experience — $25 to $33 

ABOUT PRO AUTO RESTORATION

PRO AUTO RESTORATION is a full-service automotive restoration, repair, and customization company specializing in classic, vintage, luxury, exotic, and modern vehicles.

We are seeking a highly organized, resourceful, detail-oriented Executive Administrative Assistant to work directly with the company president.

This position is primarily focused on administrative support, vendor research and communication, regulatory correspondence, and helping the president organize, prioritize, and complete projects that improve and grow the company.

We are looking for a problem-solver who can take an assignment, research the options, follow through, and help get things accomplished.

PRIMARY RESPONSIBILITIES

1. Vendor Research, Quotes & Communication

• Research and locate vendors, suppliers, manufacturers, and service providers.

• Contact vendors by telephone and email to request pricing, availability, and product information.

• Obtain and compare multiple quotes for products and services.

• Research alternative suppliers to improve pricing, quality, and delivery times.

• Respond to vendor emails, questions, and requests.

• Follow up on quotes, outstanding orders, and unresolved vendor matters.

• Maintain organized vendor contact information and correspondence.

2. Regulatory Agency & Business Correspondence

• Assist with correspondence involving government and regulatory agencies.

• Prepare, organize, and respond to routine business letters, notices, and information requests as directed.

• Research agency requirements, procedures, forms, and submission deadlines.

• Maintain records of agency correspondence and required follow-ups.

• Help coordinate business licenses, permits, renewals, and other administrative compliance matters.

• Bring important notices and deadlines to the president's attention promptly.

• Coordinate responses requiring management, accounting, or professional review.

3. Executive Administrative Support

• Work directly with the company president on daily administrative priorities.

• Maintain and update the president's master to-do list.

• Organize assignments by priority, deadline, and importance.

• Follow up on outstanding tasks to help ensure projects are completed.

• Research information and provide clear summaries with recommended next steps.

• Prepare emails, letters, reports, and business documents.

• Coordinate appointments, meetings, and administrative schedules.

• Keep the president informed of progress, delays, and matters requiring decisions.

4. Business Projects & Company Growth

• Assist the president with projects designed to improve and expand the company.

• Research new vendors, business services, products, and opportunities.

• Gather information, pricing, and proposals for new business initiatives.

• Coordinate communications with outside companies and service providers.

• Track project progress and outstanding action items.

• Help turn ideas and assignments into completed projects.

• Identify opportunities to improve office organization, efficiency, and workflow.

5. General Office Administration

• Open, sort, scan, and distribute incoming mail.

• Identify important correspondence requiring immediate attention.

• Organize incoming and outgoing emails and documents.

• Maintain accurate electronic and physical filing systems.

• Answer and direct telephone calls as needed.

• Prepare and send routine correspondence.

• Perform general administrative and clerical duties.

REQUIRED QUALIFICATIONS

• Strong organizational and time-management skills.

• Excellent research skills and ability to locate information independently.

• Professional written and verbal communication.

• Comfortable contacting vendors and negotiating or requesting competitive quotes.

• Strong computer, email, internet research, and document-management skills.

• Ability to manage multiple assignments and deadlines.

• Excellent attention to detail and accuracy.

• Dependable, punctual, and responsible.

• Ability to handle confidential business information professionally.

• Strong follow-through and accountability.

• Ability to work independently with limited supervision.

• Willingness to learn and adapt to new assignments.

PREFERRED EXPERIENCE

• Previous experience as an Administrative Assistant, Executive Assistant, Office Coordinator, or similar position.

• Experience communicating with vendors, suppliers, or government agencies.

• Experience obtaining and comparing quotes.

• Familiarity with Microsoft Office, Google Workspace, spreadsheets, and business software.

• Experience maintaining project trackers, schedules, or task-management systems.

• Experience in a small business where employees handle a variety of responsibilities.

Automotive industry experience is helpful but not required.

THE IDEAL CANDIDATE

We are looking for someone who is:

• Resourceful: Knows how to research answers and find solutions.

• Organized: Can manage multiple tasks without losing track of details.

• Persistent: Follows up until assignments are completed.

• Proactive: Recognizes what needs to be done and takes initiative.

• Detail-Oriented: Keeps accurate records and verifies information.

• Professional: Communicates effectively with vendors, customers, agencies, and management.

• Accountable: Takes ownership of assignments and deadlines.

• Growth-Minded: Enjoys helping a business improve and expand.

WHAT SUCCESS LOOKS LIKE

The right person will help the president spend less time tracking down information, following up with vendors, handling administrative correspondence, and remembering unfinished tasks.

Instead, this person will keep projects organized, obtain needed information, follow up with the appropriate parties, and help move assignments from the to-do list to completion.

Our goal is to hire someone who doesn't just keep busy — but helps get things done.

HOW TO APPLY

Please submit your resume and briefly explain your experience with:

1. Researching vendors and obtaining competitive quotes.

2. Managing multiple assignments and deadlines.

3. Supporting a business owner or company executive.

4. Following through on projects from assignment to completion.

PRO AUTO RESTORATION
San Jose, California

Join a growing company where your organizational skills, initiative, and ability to get things done can make a real difference.

Executive Administrative Assistant This position does not need to supervise the office or technicians. Its primary purpose is to free up the president's time by researching, organizing, communicating, tracking, and completing assigned work.

The candidate must be able to take a general assignment, figure out the necessary steps, and return with results—not just questions.