Administrative Assistant-Dealership

Job Description

Job Description

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.
• Accounting Experience is a plus.

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.