Administrative & DMV Services Coordinator

Administrative & DMV Services Coordinator

Full-Time Hourly, Non-Exempt Position

Reports to:

Administrative & DMV Services Manager

Supports: APAA Company

Alaska Premier Auctions & Appraisals (APAA) is a locally grown, Alaskan-owned small business committed to excellence in auction services. We connect people to meaningful items, antique treasures, historical artifacts, fine art, vehicles, equipment, firearms, jewelry, and everyday collectibles, and bring their stories to life through professionalism, accuracy, and care.

We’re proud to have been named one of the 2025 Best Workplaces in Alaska by the Alaska Journal of Commerce, based on anonymous third-party employee feedback conducted by Best Companies Group. This recognition reflects our team’s commitment to integrity, collaboration, and a supportive workplace culture.

At APAA, you’ll join a detail-driven, service-oriented team that values accountability, organization, and teamwork. If you thrive in an administrative role that blends customer service, compliance, and operational support, we’d love to hear from you.

The Administrative & DMV Services Coordinator provides essential administrative, clerical, and DMV-related support to ensure smooth office operations and regulatory compliance. This role serves as a key point of contact for clients, staff, and vendors while maintaining accurate records, processing payments, and supporting auction and vehicle documentation.

• Collect payments for unpaid invoices, update invoice fees and statuses in auction management software, and assist with resolving past-due or incorrect invoices. Welcome and assist visitors, customers, and clients professionally and courteously, directing inquiries to appropriate staff as needed.
• Respond promptly to phone calls, messages, and general administrative inquiries.
• Notify clients of auction postings, inventory status updates, and assist with correcting discrepancies when identified. Assist with processing auction invoices into both paper and electronic accounting systems.
• Maintain and update accounts payable spreadsheets for each auction.
• File, copy, scan, and organize documents within the company’s digital filing systems.
• Prepare, draft, and modify correspondence, reports, memos, and emails at the direction of the Administrative & DMV Services Manager.
• Prepare and process Alaska DMV paperwork, including vehicle titles, registrations, tags, and related legal documentation.
• Notarize auction-related and vehicle documentation as required.
• Maintain accurate, organized, and confidential records for future reference.
• Receive, route, and distribute mail and deliveries to the appropriate staff.
• Perform light housekeeping duties in reception and administrative areas to maintain a professional office environment.
• Work in a constant state of alertness while adhering to all safety and compliance standards.
• Perform other duties and special projects as assigned in support of APAA operations.

This position does not have direct supervisory responsibilities.

• You ensure administrative accuracy and regulatory compliance across auctions and vehicle transactions.
• You create a welcoming and professional first impression for clients and visitors.
• Your organization and follow-through support smooth financial, auction, and DMV operations.
• You help connect internal departments through clear communication and reliable administrative support.

• Administrative records are accurate, organized, and audit-ready.
• Clients receive timely, professional communication and assistance.
• DMV documentation is processed correctly and in compliance with Alaska regulations.
• Office operations run smoothly, even during high-volume auction cycles.
• You remain proactive, dependable, and solution-focused in a fast-paced environment.

• Strong organizational skills with exceptional attention to detail and confidentiality.
• Professional verbal and written communication skills, including phone etiquette.
• Working knowledge of accounts payable, invoicing, and basic…