Administrative Coordinator

Job Title:

Administrative Coordinator

Job Description

The Administrative Coordinator supports a full-service semi-trailer dealership by serving as a key point of contact for customers seeking parts and service. This role fields phone calls, emails, and walk-in inquiries, identifies and procures semi-trailer parts from multiple vendors, coordinates trailer repair needs, and ensures accurate billing and documentation. The position combines customer service, administrative support, and basic technical understanding of semi-trailers to deliver timely, informed solutions to customers' maintenance and repair needs.

Responsibilities

+ Field customer phone calls, emails, and walk-in inquiries regarding semi-trailer parts and service needs in a friendly, professional, and informed manner.

+ Communicate with trailer manufacturers and vendors' technical support teams to identify and order the correct parts required for customer applications and trailer repairs.

+ Work with multiple vendors to procure semi-trailer parts for a variety of applications, leveraging an understanding of trailers to help identify appropriate maintenance and repair solutions.

+ Identify proper part numbers, verify availability, and recommend suitable parts and solutions based on customers' needs and repair requirements.

+ Pull parts for customer orders and prepare them for shipping or delivery, ensuring accuracy in order fulfillment.

+ Perform occasional local parts deliveries within the Portland Metro area using a company vehicle, as needed.

+ Ensure proper billing of parts on invoices, including accurate pricing, quantities, and customer information.

+ Issue purchase orders for special-order parts and maintain organized records of orders and transactions.

+ Read and interpret parts catalogs to identify cross references between aftermarket brands and original equipment manufacturers.

+ Use internet resources, catalogs, and vendor contacts to research and verify details of specific part numbers and applications.

+ Communicate trailer repair needs clearly and accurately on work orders for mechanics, ensuring technicians have the information required to perform repairs.

+ Keep customers informed throughout the repair process, providing updates on status, timelines, and any changes to scope.

+ Prepare estimates of parts and labor for trailer repairs, ensuring estimates are complete, accurate, and aligned with customer requirements.

+ Explain repair necessities, options, and associated costs to customers, and obtain budget approval prior to proceeding with work.

+ Perform data entry related to parts, service inquiries, billing, and purchase orders, maintaining accurate and organized records.

+ Collaborate with a small on-site team to support overall dealership operations, including parts sales, service coordination, and customer communication.

+ Demonstrate resilience in problem solving by investigating root causes of issues and presenting well-considered solutions to customers and internal stakeholders.

Essential Skills

+ Minimum of 3 years of experience in customer service and administrative roles.

+ Strong customer service orientation, with the ability to assist customers in person, over the phone, and via email.

+ Proven administrative support skills, including data entry, billing, and handling parts and service inquiries.

+ Ability to manage purchase orders and ensure accurate invoicing for parts and services.

+ Strong verbal and written communication skills for clear, professional interactions with customers, vendors, and internal staff.

+ Basic understanding and practical use of Microsoft Outlook for emailing and communication.

+ General proficiency with Microsoft Office applications to support administrative tasks.

+ Resiliency and persistence in problem solving, including the ability to dig into the root cause of issues and present effective solutions.

+ Ability to read and interpret parts catalogs and cross-reference aftermarket brands with original part numbers.

+ Capacity to learn and demonstrate skills through computer-based assessments.

+ Valid Oregon or Washington driver's license with a driving record acceptable to a commercial vehicle insurance provider, enabling occasional local deliveries.

Additional

Skills & Qualifications

+ Experience working in a dealership environment, such as automotive, truck, or similar settings.

+

Experience with CDK Truck software or comparable dealership management systems.

+ Experience estimating vehicle repairs, including parts and labor.

+ Background or experience in the trucking industry.

+ Basic understanding of semi-trailers, their components, and common maintenance and repair needs.

+ Interest in career advancement opportunities into sales, warranty administration, service coordination, or related roles within a dealership environment.

Work Environment

This role is based in a full-service semi-trailer dealership that sells new and used semi-trailers and operates an extensive aftermarket parts sales department alongside a 10-bay…