Administrative Assistant

Nealey Tire & Auto; Pasadena (MD); On-site; USD 36,000 - 48,000; Full time

Job summary

Nealey Tire & Auto in Pasadena, MD is seeking an Administrative Assistant (Store Level). The role serves as the organizational backbone, internal auditor, and driver to maintain gross profit benchmarks by protecting processes and auditing inventory.

Reporting to Store Manager with functional alignment to Controller, the role enforces procedures, reduces revenue leaks, and coordinates vendor communications, inventory controls, and facility tasks across the store.

Qualifications

• Inventory audits and loss prevention responsibilities.
• Vendor communication and cost control tasks.
• Enforcement of standardized procedures and internal controls.

Responsibilities

• Margin Optimization and vendor control to protect profit.
• Audit parts returns, receipts, and ensure proper labeling and tracking.
• Maintain strict asset controls and par levels for stock and supplies.
• Audit and reconcile invoices, shipments, and fleet-related expenses.
• Oversee facility maintenance, fleet checks, and year-end projects.

Skills

Inventory auditing

Vendor management

Process enforcement

Administrative operations

Tools

Wicked File platform

Job description

Job Description: Administrative Assistant (Store Level)

Role Mission: The Enforcement Officer

The Administrative Assistant is the organizational backbone, primary internal auditor, and key driver in keeping the store disciplined to consistently maintain and exceed gross profit benchmarks. This role acts as a "Bull Dog" to ensure total adherence to procedures by Store Managers, Service Advisors, and Vendors alike. By protecting profit, auditing inventory, and safeguarding process integrity, this role ensures the shop scales without revenue leaks.

About the Role

Reporting Structure

• Direct Report (Solid Line): Store Manager (for day-to-day store operations and daily priority execution)
• Functional Alignment (Dotted Line): Controller (for process compliance, financial accuracy, inventory controls, and internal audits)

Why This Role Matters: Protect Profit. Protect Process. Protect People. Frees leadership to sell, coach, and lead. Stops revenue leaks (credits, cores, returns, A/R). Creates repeatability to scale across multiple locations.

Responsibilities

• Margin Optimization, Parts & Vendor Control ("The Bull Dog")
• "Shop for Parts": When tasked, proactively contact local vendors to drive down parts costs and expand store gross profit margins.
• Vendor Access Control: Keep vendor representatives strictly out of the parts room to prevent unnecessary stocking, over-ordering, or unapproved inventory placements.
• Vendor Accountability: Hold vendors strictly accountable for labor claims, overcharges, missed credits, and timely parts returns. Hold the line on pricing accuracy and vendor promises.
• Returns Management: Print order sheets as return slips for parts vendors and attach them directly to parts. Properly label all parts being returned (Core, New, Defect, Labor Claim, etc.). Scan signed pickup sheets into the system immediately upon vendor collection. Maintain the return screen: Maximum 15 items under "Parts to Return" (none over 7 days old) and maximum 5 orders under "Refund Pending" (none over 14 days old).
• Inventory & Supply Chain Control
• Strict Asset Control: Maintain, track, and audit inventory for parts, shop supplies, and office supplies with zero tolerance for items "walking out the door."
• Par Levels & Stock Ordering: Purchase stock orders as needed to maintain disciplined min/max "par" levels on inventoried items without over-purchasing.
• Margin Audits: Routinely audit profit margins on inventoried items and present recommended adjustments to management prior to making system changes.
• Wicked File Management: Act as the liaison for the Wicked File platform. Perform daily scans to audit parts purchases against receipts, resolve discrepancies, and communicate with the finance team and Controller.
• Process Integrity & Internal Audit
• Dual-Reporting Compliance: Serve as the store's primary process auditor, ensuring alignment with corporate standards set by the Controller while supporting the Store Manager’s operational goals.
• Internal Auditing: Hold Store Managers and Service Advisors accountable for proper RO (Repair Order) audits and accurate parts receiving workflows.
• Process Enforcement: Call out and correct broken processes across the shop. Cross-train designated staff to perform administrative duties when you are off-site.
• Facility & Fleet Management
• Loaner Fleet Oversight: Audit and maintain the loaner fleet (software checks, cleaning, routine maintenance, and ensuring vehicles are fueled up).
• Facility Maintenance: Coordinate building and lift maintenance, waste heater service, and routine landscaping.
• Yearly Projects: Oversee annual facility maintenance, including building power washing and seasonal landscaping (plants/flowers).

Qualifications

Administrative Operating Procedures

• Daily Sequence of Operations
• Morning: Verify yesterday's card batch and deposits; complete bank deposits. Confirm time clock accuracy for all staff. Check overnight emails and messages. Wicked File Audit: Scan for flags or requests and address them immediately. Confirm today's parts and appointments; update the WIP board. Reach out to fleet vendors (Element, Enterprise, etc.) for payment. Post $0 ROs. Create pre-booked appointments for deferred work and for oil changes based on check-in photos.
• Midday: Receive and post parts in the system (audit Advisor accuracy). Execute "Shop for Parts" calls as tasked. File invoices and receipts; follow up on pending approvals and ETAs. Coordinate team lunches (restricted to a single vendor per meal to track costs and maintain focus).
• End of Day (EOD) Sequence: Cash drawer reconciliation. Complete end-of-day scans. Time clock audits. Fleet payments. Prepare bank deposits. Review emails. Check returns/order screen. Close or properly document every open RO. Prep tomorrow’s schedule and paperwork.
• Weekly & Monthly Tasks
• Weekly: Order office and shop supplies to maintain required par levels. Submit warranty and labor claims. Call aging Accounts Receivable (A/R) accounts. Ensure daily and weekly checklists are completed across all team members. Perform rotating brand inventory counts.
• Monthly: Complete full monthly inventory audits and review item margins with management/Controller. Build monthly performance summaries. Verify all permits, licenses, and compliance items are up to date.