Administrative Assistant – Sales & Accounting Support
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Position Overview
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We are seeking a motivated, organized, and confident Administrative Assistant to support our sales and accounting teams. Because we operate in the brokerage industry, this is a fast-paced position that requires strong communication skills, persistence, organization, and the ability to manage multiple priorities.
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The primary focus of this position will be supporting our sales team, including locating parts requested by customers and sales representatives, contacting vendors and suppliers, and assisting with day-to-day sales activities.
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Approximately 80% of this position involves communication by phone and email, so candidates must be comfortable making a high volume of outbound calls and communicating professionally with vendors, customers, and industry contacts.
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Key Responsibilities
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Sales Support
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- Support sales representatives with daily requests and administrative needs.
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- Search for and locate parts requested by the sales team.
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- Make a high volume of outbound calls to vendors, suppliers, and other industry contacts to locate parts, obtain pricing, and gather availability.
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- Send and respond to emails regarding parts, pricing, availability, and sales requests.
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- Follow up consistently on open inquiries and requests.
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- Maintain accurate information and communicate findings to the appropriate sales representative.
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- Assist the sales team with other projects and tasks as needed.
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Repair Order Management
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- Manage and track repair orders from start to finish.
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- Communicate with repair facilities and vendors regarding status, pricing, documentation, and estimated completion dates.
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- Follow up on outstanding repair orders and provide updates to the sales team.
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- Maintain organized records and documentation for repair orders.
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Accounting & Administrative Support
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- Assist the accounting department with filing and organization.
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- Maintain accurate electronic and physical records.
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- Help organize invoices, purchase orders, repair documentation, and other paperwork.
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- Assist with general office and administrative duties as needed.
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Qualifications
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- Excellent phone communication skills and confidence making outbound calls.
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- Strong written communication and professional email skills.
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- Comfortable spending a significant portion of the workday on the phone.
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- Strong organizational skills and attention to detail.
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- Ability to multitask and prioritize in a fast-paced environment.
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- Self-motivated and willing to take initiative.
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- Comfortable following up repeatedly to obtain information or complete a task.
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- Basic proficiency with Microsoft Office, including Outlook, Excel, and Word.
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- Ability to learn new software and industry terminology quickly.
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- Previous administrative, sales support, customer service, or office experience preferred.
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- Brokerage or parts industry experience is helpful but not required.
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Work Location: In person