Administrative Associate

Job Summary

The Administrative Associate provides essential administrative and operational support to ensure the smooth daily functioning of the dealership. This role assists multiple departments—including sales, finance, service and accounting—by handling paperwork, maintaining records, supporting compliance, and delivering excellent customer service. The ideal candidate is detail-oriented, organized, and able to manage multiple priorities in a fast-paced dealership environment.

• Medical
• Dental
• Vision
• Life
• 401(k)

• Manage and organize dealership paperwork, including deal jackets, contracts, and internal documents
• Maintain accurate filing systems (digital and physical) for HR, sales, and compliance records
• Answer phones, greet customers, and direct inquiries to appropriate departments
• Assist with data entry and ensure accuracy across dealership systems (e.g., DMS/CRM)

• Process and audit deal paperwork for completeness and compliance
• Submit documents to lenders and track funding status
• Assist with title work, registrations, and lien processing
• Support F&I managers with contract packaging and follow-up

• Post deals and assist with daily deposits
• Reconcile schedules and assist with basic accounting tasks
• Support payroll processing, timekeeping verification, and employee records

• Maintain employee files, ensuring proper documentation (I-9s, W-4s, onboarding paperwork)
• Assist with onboarding and offboarding processes
• Ensure compliance with state and federal regulations related to dealership operations

• Provide a high level of customer service in person and over the phone
• Resolve basic customer concerns or escalated as needed
• Follow up on outstanding documentation or customer requests

• Strong organizational and multitasking skills
• High attention to detail and accuracy
• Proficiency in Microsoft Office and Dealer Track
• Excellent communication and customer service skills
• Ability to work in a fast-paced, deadline-driven environment
• Prior dealership or administrative experience preferred

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.