Dealership Admin Assistant

MVP Asia Pacific Inc.; Mabalacat; Remote; PHP 240,000 - 360,000; Full time

Job summary

MVP Asia Pacific Inc. is seeking an organized General Administrative Support professional in the Philippines to assist the dealership's sales, finance, and operations teams. You will manage emails, calendars, data entry, and document management while coordinating vehicle sales documentation and inventory records.

The role includes customer support via email, updating CRM data, and ensuring timely completion of administrative requirements in a fast-paced remote environment.

Qualifications

• Bachelor's Degree in Accounting, or a related field.
• 1–2 years of experience in an administrative, virtual assistant, or back-office role.
• Experience in automotive dealership environment is an advantage.
• Experience using CRM systems, DMS, or similar software.
• Proficiency in Microsoft Office applications, especially Excel, Word, and Outlook.

Responsibilities

• Provide daily administrative support to the dealership's sales, finance, and operations teams.
• Manage emails, calendars, appointments, and administrative correspondence.
• Perform accurate data entry, record keeping, and document management.
• Prepare reports, spreadsheets, and other business documents.
• Maintain organised electronic filing systems and ensure records are updated regularly.
• Assist with processing vehicle sales documentation, POs, invoices, and paperwork.
• Maintain and update vehicle inventory records, pricing, and availability.
• Coordinate with staff regarding vehicle sales, deliveries, and documentation.
• Support vehicle registration, ownership transfer, and compliance paperwork.
• Monitor pending administrative requirements and ensure timely completion.
• Assist with quotations, sales agreements, and customer documentation.
• Update customer information in the CRM and track sales activities.
• Respond to customer enquiries via email or other channels as needed.
• Coordinate customer appointments, deliveries, and follow-ups.
• Ensure accuracy and confidentiality of financial and customer information.

Skills

Administrative experience

CRM systems

Data entry

Communication skills

Attention to detail

Multitasking

Education

Bachelor's Degree in Accounting

Tools

Microsoft Office Suite

CRM software

DMS software

Job description

Job Description:

General Administrative Support:

• Provide daily administrative support to the dealership's sales, finance, and operations teams.
• Manage emails, calendars, appointments, and other administrative correspondence.
• Perform accurate data entry, record keeping, and document management.
• Prepare reports, spreadsheets, and other business documents as required.
• Maintain organised electronic filing systems and ensure records are updated regularly.

Dealership Operations Support:

• Assist with processing vehicle sales documentation, purchase orders, invoices, and other dealership paperwork.
• Maintain and update vehicle inventory records, including vehicle details, pricing, and availability.
• Coordinate with dealership staff regarding vehicle sales, deliveries, and outstanding documentation.
• Support vehicle registration, ownership transfer, and compliance documentation processes.
• Monitor and follow up on pending administrative requirements to ensure timely completion.

Sales and Customer Support:

• Assist the sales team with preparing quotations, sales agreements, and customer documentation.
• Update customer information and sales activities in the dealership's Customer Relationship Management (CRM) system.
• Respond to customer enquiries through email or other communication platforms when required.
• Coordinate customer appointments, vehicle deliveries, and follow-up activities.
• Ensure accurate and timely processing of customer and sales-related information.

Finance and Reporting Support:

• Assist with invoice preparation, payment tracking, and reconciliation of dealership records.
• Coordinate with finance and accounting teams regarding outstanding payments and documentation.
• Prepare and maintain sales reports, inventory reports, and other operational reports.
• Support finance-related administrative tasks, including vehicle financing and floorplan documentation, where applicable.
• Ensure accuracy and confidentiality when handling financial and customer information.

Coordination and Process Improvement:

• Communicate effectively with dealership staff, suppliers, and other stakeholders.
• Monitor outstanding tasks and follow up to ensure deadlines are met.
• Identify opportunities to improve administrative processes and workflow efficiency.
• Provide additional administrative support as required by management.

Job Qualifications:

• Bachelor's Degree in Accounting, or a related field.
• 1–2 years of experience in an administrative, virtual assistant, or back-office support role, preferably in an automotive dealership environment.
• Experience supporting Australian automotive dealerships or working in a multi-franchise or multi-location setup is an advantage.
• Experience using CRM systems, dealership management systems (DMS), or similar business management software.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Familiarity with automotive sales processes, vehicle inventory management, and dealership documentation is a plus.
• Basic understanding of automotive financing, vehicle registration, and floorplan processes is a plus.
• Strong problem-solving skills and ability to collaborate effectively with sales, finance, and dealership teams.
• High attention to detail, strong organisational skills, and the ability to maintain accurate records.
• Ability to work independently, manage multiple priorities, and meet deadlines in a fast-paced remote working environment.
• Excellent written and verbal English communication skills, with strong interpersonal skills.