Administrative Assistant

About the Job

About Us

Car Lux Inc. is a premier automotive dealership committed to delivering an exceptional experience to every customer. Our team is built on professionalism, attention to detail, and a shared dedication to operational excellence. We are looking for a motivated and detail-oriented Administrative Assistant to join our team and help keep our dealership running smoothly.

Role Overview

We are seeking a fast learner with strong attention to detail to manage vehicle documentation and administrative tasks. The Office Assistant plays a vital role in ensuring compliance, accuracy, and timely processing of all dealership paperwork - from title intake to final file closure.

Key Responsibilities

• Title Processing: Receive titles from sellers and thoroughly verify mileage, VIN numbers, and paper trails before scanning them into the system.

• Data Entry & Filing: Note title arrival dates in Dealertrack and file documents into the appropriate inventory folders.

• Compliance Documentation: Log smog certificates and inspections into WhatsApp and Dealertrack, then file them in inventory.

• Customer File Management: Match inventory files with customer folders to prepare them for capping and DMV registration; review all paperwork for accuracy and return any errors to the finance department for correction.

• Invoice Management: Log all parts invoices into Dealertrack in a timely manner.

• Closing Procedures: Once folders are capped and registration is processed, update the customer account, issue any DMV refunds, and close the file. Completed files should be filed by the month and date sold.

Qualifications & Skills

• High school diploma or equivalent required; some college coursework preferred.

• Previous experience in an administrative, dealership, or DMV-related role is a plus.

• Familiarity with Dealertrack or similar dealership management software preferred.

• Strong attention to detail and commitment to accuracy in all documentation.

• Ability to manage multiple tasks efficiently in a fast-paced environment.

• Excellent organizational and time management skills.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook).

• Bilingual in English and Spanish is a plus.

• Strong communication skills and ability to work collaboratively across departments.

What We Offer

• Competitive hourly compensation commensurate with experience.

• Full-time, stable schedule in a supportive team environment.

• Opportunity to grow with a well-established automotive dealership.

• On-the-job training and mentorship.

About the Company

Our mission is to provide you with a superior purchase and ownership experience resulting in a happy customer who will tell their friends and family about us. Please come by and visit our beautiful car dealership and friendly staff. See for your self why we have such a high percentage of return and referral customers.From the beginning, the owners Shaun and Sonny pledged to take care of every customer. Beginning with only two cars, they began slowly building their business solely off great deals and great customer relations. Sonny and Shaun still remember their first customers, and it also helps when they still send family members and relatives to enjoy the car buying experience at Car Lux.Car Lux is different than other dealerships. We believe the car buying experience should be a positive and easy one. So come down and see what kind of service we provide our customers.Established in 2004, we always loved cars. As kids we always were around cars and learned a lot about them. We knew our futures were always going to be in the car business. Either fixing, selling, or my personal favorite, racing them on the track. But since we love our family, but still love our cars, we decided to just sell them.While my other friends were chasing after girls, we were busy chasing cars. At an early age we figured out we were car fanatics. So we opened our first location in 2004, which had an inventory of only 10 cars. After serving customers well, we started doubling up inventory every year. Results were so good that people figured out the place where you can get a luxury car for a good price without getting ripped off.