Administrative Assistant

Job Description

Job Description

Description:

Department: Administration

Reports to: General Manager / Chief Financial Officer

Location: Bogart, GA (on-site)

Employment type: Full-time, hourly, non-exempt; paid weekly

Direct reports: None

Position Summary

The Administrative Assistant keeps the executive office organized and owns the paperwork that follows every vehicle Ulm sells. Ulm upfits new Mercedes-Benz Sprinter vans into luxury passenger vehicles and sells them wholesale to dealerships, and the business runs on leadership meetings, decisions that need follow-through, and a clean title packet for every vehicle that leaves Bogart.

This role prepares the company's leadership meetings and keeps their agendas, serves as the day -to-day link between the Bogart operation and the C-suite, controls vehicle title documents from the manufacturer's certificate of origin to the dealer's packet, and keeps the office stocked. It suits an organized, discreet professional who spots the transposed digit before anyone else does.

Key Responsibilities

Meeting Preparation and Agendas

• Schedule leadership and management meetings across the C-suite and department heads: calendars, rooms, Teams links, and attendance.
• Build and maintain the agenda for every standing meeting; collect items and pre-reads from their owners by a set deadline and circulate the packet at least one business day ahead.
• Prepare the room and materials: printed packets, conference technology tested before the start, and meals for working sessions and visitors.
• Take minutes that record decisions and action items with an owner and a due date, send them within one business day, and track open items on a running action log reviewed at the next meeting.
• Keep the company's key-dates calendar (license, registration, and insurance renewals, annual filings, trade shows, executive travel) and remind each owner ahead of the deadline.

C-Suite Liaison

• Serve as the day-to-day point of contact between the Bogart operation and the C-suite: route requests, approvals, and documents to the right executive and follow up until they come back.
• Run the signature process: assemble packets with a short note on what each document is, track them on a signature log, and file and distribute the executed copies.
• Screen calls, email, and visitors for the executive office, and draft routine correspondence and memos for executive review.
• Arrange executive travel and itineraries, and handle the logistics for off-site meetings, dealer visits, and trade shows.

Title Work and Vehicle Documents

• Receive, log, and secure every manufacturer's certificate of origin (MCO) and title the company holds; keep originals in locked storage and record every document in and out by VIN.
• Keep the title log for every vehicle from MCO receipt through dealer delivery, tied to the vehicle master list by VIN, and report open items (missing MCOs, unsigned assignments, packets awaiting payment) to leadership weekly.
• Prepare the title packet for each vehicle sold to a dealership under the company's title procedure: MCO assignment as directed, bill of sale, odometer disclosure, and any supplemental documents the destination state requires.
• Check every document against the vehicle and the sale before signature or release: all 17 VIN characters, year, make, model, the buyer's exact legal name and address, dates, and signatures. One error on an MCO can hold up a dealer's title for weeks.
• Release title packets to dealers or their floor plan lenders only after the Controller confirms payment or funding; ship by tracked overnight courier and log the tracking number.
• Handle Georgia title and tag work for vehicles titled in the company's name, support the Fleet and Facilities Manager on fleet registrations, and resolve rejected or lost documents with the county tag office, the Georgia Department of Revenue, the issuing manufacturer, or the dealer.

Office Supplies and Office Operations

• Order office, breakroom, printer, and mailing supplies against par levels and a monthly budget from approved vendors through the company's purchasing process. Production materials and shop consumables stay with Purchasing.
• Check office deliveries against the order and pass invoices to Accounts Payable with the right account coding.
• Office purchases are taxable and never go under the company's resale certificate.
• Run the front office: main line, mail and packages, courier accounts, conference rooms, and service calls to the copier vendor and the managed IT provider.
• Run the visitor process: sign-in, the visitor NDA and liability waiver before any facility tour, and notice to the host.
• Keep executive and administrative files (contracts, insurance certificates, meeting records) organized on the shared drive with consistent naming, so the current version is always easy to find.

Required Qualifications

• 3+ years of administrative experience, including direct support of senior executives or a leadership team.
• Demonstrated meeting management across multiple executives' calendars, including agendas, minutes, and action tracking.
• Strong Microsoft 365 skills: Outlook, Teams, Word, Excel, PowerPoint, and SharePoint or OneDrive.
• Precision with documents: catches a wrong VIN digit, a misspelled legal name, or a missing signature before anything leaves the desk.
• Proven discretion with confidential executive, financial, and personnel information.
• Clear, professional communication with executives, dealers, vendors, and government offices.
• High school diploma or equivalent, and a valid driver's license for local errands (county tag office, bank, post office).

Preferred Qualifications

• Highly preferred: motor vehicle title experience (dealership title clerk, county tag office, fleet administration, or auto finance), including MCOs, title assignments, odometer disclosures, and Georgia title and registration.
• Georgia notary public commission, or willingness to obtain one.
• Associate or bachelor's degree.
• Automotive, dealership, or manufacturing industry experience.
• Bilingual English/Spanish.

Competencies

• Organization: keeps many threads moving at once; every meeting has an agenda and every action item has an owner and a date.
• Accuracy: the VIN, the legal name, and the signature are right the first time.
• Discretion: what is said and shared in the executive office stays there.
• Follow-through: chases open items and signatures until they close.
• Judgment: knows what needs an executive's attention today and what can wait.

Success in the First 12 Months

• 90 days: Owns scheduling, agendas, and minutes for every standing leadership meeting, with action items on one log. Every original MCO on hand is logged and locked up, and the title log is current. Supplies run from a par list within budget.
• 6 months: Title packets ship within one business day of the Controller's release, with none returned for errors. The key-dates calendar and signature log are in use.
• 12 months: Leadership meetings start on time with materials out in advance and action items closing on schedule. Every vehicle sold has a complete title file, no MCO has been lost, and no sale has waited on paperwork.

Physical & Work Environment

Office-based at the Bogart facility, with occasional visits to the vehicle lot to verify VINs and local errands to the county tag office, bank, and post office. Occasional lifting up to 25 pounds, and early or late days around executive meetings and events.

Compensation & Benefits

• Hourly rate: $20.00 to $26.00 per hour, commensurate with executive support and motor vehicle title experience
• Overtime paid at time and a half over 40 hours in the workweek
• Medical, dental, and vision coverage
• Paid time off and holidays; notary commission support

Equal Opportunity Employer

ULM Automotive LLC is an Equal Opportunity Employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law.