Administrative Assistant

Job Description

Job Description

Auto Shop Administrative Assistant
Petaluma, CA | Part‑Time (up to 24 hours/week)

Pay: $25/hour 

We are seeking a reliable and detail‑oriented Administrative Assistan t to support operations inside a private auto shop. This part‑time role is ideal for someone who enjoys a mix of administrative work, coordination, documentation, and light operational support.

The preferred schedule is three 8‑hour days per week, ideally Tuesday, Wednesday, and Thursday (final schedule will be determined with the candidate).

Key Responsibilities:

Invoice & Payment Coordination
- First point of contact for incoming invoices and payment requests 
- Organize, review, and reconcile documentation before sending to accounting 
- Maintain accurate records and tracking logs 

Vehicle Documentation & Registrations
- Maintain files for registrations, renewals, and required payments 
- Track deadlines and ensure timely submission 
- Process payments for registrations and related documentation 

Art Inventory & Condition Reporting
- Maintain inventory of art pieces 
- Conduct general visual inspections to identify repairs or maintenance needs 
- No formal art knowledge required — just a good eye for detail 

Administrative & Operational Support
- Prepare memos, emails, reports, and internal correspondence 
- Schedule appointments and maintain calendars 
- Assist with deliveries and run business‑related errands 
- Coordinate with suppliers and service providers 
- Maintain organization within the shop 

Required Skills & Qualifications:
- Self‑starter with strong attention to detail 
- Ability to manage multiple tasks independently 
- Proficiency in Microsoft Office (Word, Excel, Outlook, Teams), Zoom, DMV online systems, and ability to learn new software
- Good time management skills and ability to follow instructions 
- General math skills for reconciliation and verification tasks 
- Valid California Driver’s License 

Work Environment
This role is based inside a private auto shop, not a traditional office. Noise from tools and vehicle maintenance is frequent and expected. Standard office equipment is used within this environment.

Education & Experience
- High school diploma required  
- 2 years of administrative experience preferred  
- Experience with document administration and inventories is helpful  
- Knowledge of vehicle documentation processes is a plus but not required  

If you're organized, proactive, and ready to contribute, we’d love to hear from you.