Administrative Assistant

Administrative Assistant Sales & Accounting Support

Position Overview

We are seeking a motivated, organized, and confident Administrative Assistant to support our sales and accounting teams. Because we operate in the brokerage industry, this is a fast-paced position that requires strong communication skills, persistence, organization, and the ability to manage multiple priorities.

The primary focus of this position will be supporting our sales team, including locating parts requested by customers and sales representatives, contacting vendors and suppliers, and assisting with day-to-day sales activities.

Approximately 80% of this position involves communication by phone and email, so candidates must be comfortable making a high volume of outbound calls and communicating professionally with vendors, customers, and industry contacts.

Key Responsibilities

Sales Support

• Support sales representatives with daily requests and administrative needs.
• Search for and locate parts requested by the sales team.
• Make a high volume of outbound calls to vendors, suppliers, and other industry contacts to locate parts, obtain pricing, and gather availability.
• Send and respond to emails regarding parts, pricing, availability, and sales requests.
• Follow up consistently on open inquiries and requests.
• Maintain accurate information and communicate findings to the appropriate sales representative.
• Assist the sales team with other projects and tasks as needed.

Repair Order Management

• Manage and track repair orders from start to finish.
• Communicate with repair facilities and vendors regarding status, pricing, documentation, and estimated completion dates.
• Follow up on outstanding repair orders and provide updates to the sales team.
• Maintain organized records and documentation for repair orders.

Accounting & Administrative Support

• Assist the accounting department with filing and organization.
• Maintain accurate electronic and physical records.
• Help organize invoices, purchase orders, repair documentation, and other paperwork.
• Assist with general office and administrative duties as needed.

Qualifications

• Excellent phone communication skills and confidence making outbound calls.
• Strong written communication and professional email skills.
• Comfortable spending a significant portion of the workday on the phone.
• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize in a fast-paced environment.
• Self-motivated and willing to take initiative.
• Comfortable following up repeatedly to obtain information or complete a task.
• Basic proficiency with Microsoft Office, including Outlook, Excel, and Word.
• Ability to learn new software and industry terminology quickly.
• Previous administrative, sales support, customer service, or office experience preferred.
• Brokerage or parts industry experience is helpful but not required.

Work Location: In person