Administrative Assistant

Job Description

We are looking for a detail-oriented Administrative Assistant to join our team on a Contract to permanent basis in Irvine, California. In this role, you will provide essential administrative support to ensure smooth daily operations while maintaining professionalism and efficiency. This position is ideal for someone with strong organizational skills and a proactive approach to managing tasks.

Responsibilities:

• Deliver general administrative support to the team and dealership network, ensuring seamless operations.

• Answer and direct incoming calls with professionalism and courtesy, providing excellent customer service.

• Welcome and assist visitors, vendors, and dealership staff at the front desk in a friendly and efficient manner.

• Manage incoming and outgoing mail, deliveries, and interoffice communications with precision.

• Organize and maintain both digital and physical filing systems, ensuring data accuracy and confidentiality.

• Process invoices, reports, and internal documents, routing them appropriately and on time.

• Perform data entry tasks, generate reports, and prepare documents across various departments.

• Coordinate meetings, manage calendars, and support internal communications effectively.

• Monitor and restock office supplies, placing orders and handling facility maintenance requests when needed.

• Respond to dealership support requests promptly, ensuring timely resolution of inquiries.• 1-3 years of experience in an administrative or front office role; experience in the automotive industry is a plus.

• Strong customer service and communication skills, both written and verbal.

• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

• Exceptional organizational skills with the ability to prioritize and handle multiple tasks simultaneously.

• Experience in answering inbound calls and managing email correspondence efficiently.

• Demonstrated ability to schedule appointments and maintain calendars.

• Skilled in data entry and managing inbound and outbound communications.

• Detail-oriented and able to maintain confidentiality in handling sensitive information.