Retail Administrative Coordinator – Automotive

This position serves as the administrative hub of the store and requires someone who is comfortable working across multiple systems, performing high-volume and accurate data entry, tracking vehicle and inventory movements, supporting accounting processes, and assisting with the final stages of the customer delivery experience.

A significant portion of this position involves trade-in vehicle administration, vehicle movement tracking, inventory control, and cross-system data monitoring. The ideal candidate is highly accurate, comfortable with technology, and able to identify discrepancies before they become larger operational or accounting issues.

This is a hands-on role in a fast-paced automotive environment. The successful candidate must be comfortable balancing detailed administrative work with the everyday needs of a busy retail operation.

• Enter and maintain trade-in vehicle information accurately and timely.
• Perform high-volume vehicle and inventory data entry across company systems.
• Process and monitor vehicle movements within BRO and other internal systems.
• Enter and reconcile ramp receipts and vehicle arrival information.
• Monitor vehicle status and movement from arrival through the appropriate internal process.
• Compare information across multiple systems to identify missing, inaccurate, or inconsistent data.
• Assist with maintaining accurate store-level vehicle and inventory records.
• Follow up on outstanding information or discrepancies with the appropriate departments.
• Maintain organized supporting documentation for vehicle transactions and movements.

• Monitor store-level inventory records and assist in ensuring physical activity is accurately reflected within company systems.
• Conduct routine cross-system reviews to ensure vehicle and inventory information is consistent.
• Research discrepancies and communicate issues requiring correction or escalation.
• Maintain accurate electronic and physical records as required.
• Assist leadership with inventory reports, reconciliations, and administrative follow-up.
• Maintain a high level of accuracy when entering VINs, vehicle information, dates, transaction details, and other critical data.

• Provide store-level administrative and accounting support.
• Assist with gathering, organizing, and submitting documentation requested by Accounting.
• Complete bank runs and other approved business errands as needed.
• Maintain organized records, receipts, and supporting documentation.
• Assist with administrative follow-up on transactions and outstanding paperwork.
• Order and maintain appropriate levels of office supplies.
• Support management with general administrative projects and reporting.

• Help ensure final-delivery items are prepared and available before the customer arrives.
• Verify delivery items such as two vehicle keys, customer shirts, hats, and other applicable materials.
• Coordinate with Sales and other departments to resolve missing delivery items.
• Greet customers professionally upon arrival and connect them with the appropriate team member.
• Help maintain an organized and professional front-office and customer-facing environment.
• Provide administrative assistance during the delivery process as needed.

• Previous administrative, automotive dealership, inventory, accounting-office, title, vehicle processing, or similar experience preferred.
• Strong data-entry skills with an exceptional level of accuracy.
• Comfortable working in and learning multiple software platforms simultaneously.
• Strong Microsoft Excel and general computer skills.
• Ability to compare information across systems and identify discrepancies.
• Strong organizational and follow-through skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail, particularly when working with VINs, vehicle records, financial information, and inventory data.
• Professional communication and customer-service skills.
• Ability to work independently while collaborating closely with Sales, Accounting, Operations, and other departments.
• Valid driver's license and ability to complete occasional business-related errands, as required.

Successful candidates will demonstrate:

• Exceptional Attention to Detail
• Data Accuracy
• Organization & Follow-Through
• Technology Adaptability
• Inventory Awareness
• Problem Solving
• Sense of Urgency
• Accountability
• Customer Service
• Cross-Department Communication

Success in this position means that vehicle movements are properly recorded, trade-in information is entered accurately, inventory records remain current, discrepancies are identified and addressed promptly, Accounting receives the information it needs, and each customer delivery is…