Administrative Assistant - Automotive

Ultimate Staffing Services; Irvine (CA); On-site; USD 34,000 - 41,000; Part time

Job summary

Ultimate Staffing Services in Irvine, CA is seeking an Administrative Assistant - Automotive to support parts recovery and quality operations. The role is on-site, long-term temporary, with a Monday–Friday schedule and some flexibility to cover East Coast hours.

You will coordinate components, liaise with dealerships, and maintain meticulous records to drive quality initiatives. The ideal candidate communicates clearly, stays organized under pressure, and has strong data-entry skills.

Qualifications

• Strong verbal and written communication skills.
• Excellent organizational abilities with high attention to detail.
• Accurate data entry and meticulous tracking in a high-volume environment.
• Proficient with Microsoft 365 apps including Excel, Outlook, Word, and Teams.
• Ability to manage multiple priorities and meet deadlines.
• Customer-focused with strong follow-up and problem-solving skills.
• Familiarity with automotive parts terminology is a plus.
• Knowledge of shipping procedures, including hazardous materials handling, is a plus.

Responsibilities

• Coordinate collection and return of automotive components from dealerships nationwide.
• Communicate with dealership personnel on collection procedures, shipping requirements, and status.
• Provide guidance to dealerships to ensure compliance with processes and timelines.
• Track and document all communications, shipments, and part recovery transactions.
• Monitor outstanding requests and follow up to ensure timely completion.
• Collaborate with Product Quality and Production teams on investigations and quality initiatives.
• Prepare reports and logs to support project tracking.
• Escalate issues and assist in finding solutions to keep programs on track.
• Support additional administrative activities related to parts recovery and quality operations.

Skills

Verbal & written communication

Organizational skills

Data entry & tracking

Customer service mindset

Multitasking under deadlines

Automotive parts terminology (plus)

Shipping procedures knowledge (hazard)

Tools

Microsoft 365

Job description

Administrative Assistant - Automotive (JN -082026-428972) Irvine, California

Salary: USD25 - USD30 per hour

Administrative Assistant - Automotive Industry

Pay Range: $25-$30 per hour

Schedule: Monday through Friday, 8:30 AM – 5:30 PM, with some flexibility required to support East Coast hours

Location: Irvine, CA (ON SITE)

Type: Long Term Temporary

Position Summary

We are seeking a detail-oriented and highly organized Parts Recovery Coordinator to support the collection and tracking of automotive components from dealerships across the United States. This role will serve as a key liaison between dealership personnel, Product Quality teams, and production plant staff to ensure timely retrieval, shipment, and documentation of parts needed for quality analysis and operational initiatives.

The ideal candidate will possess strong communication skills, excellent attention to detail, and the ability to manage multiple tasks in a fast-paced environment. Success in this role requires professionalism, accuracy, and a customer-focused approach when working with internal and external stakeholders.

Key Responsibilities

• Coordinate the collection and return of automotive components, including batteries and other vehicle parts, from dealerships nationwide.
• Communicate directly with dealership personnel regarding collection procedures, shipping requirements, schedules, and status updates.
• Provide guidance and support to dealerships to ensure compliance with established processes and timelines.
• Track, document, and maintain detailed records of all communications, shipment activity, and part recovery transactions.
• Monitor outstanding requests and proactively follow up with dealerships to ensure timely completion.
• Collaborate closely with Product Quality and Production Plant teams to support investigations, testing, and quality-related initiatives.
• Prepare and maintain reports, logs, and other documentation to support project tracking and management visibility.
• Escalate issues, delays, or discrepancies as needed and assist in identifying solutions to ensure successful program execution.
• Support additional administrative and coordination activities related to parts recovery and quality operations as assigned.

Qualifications

• Strong verbal and written communication skills with the ability to effectively interact with dealership personnel and internal stakeholders.
• Excellent organizational skills and attention to detail.
• Proven ability to accurately enter, maintain, and track data in a high-volume environment.
• Strong proficiency with Microsoft 365 applications, including Excel, Outlook, Word, and Teams.
• Ability to manage multiple priorities while meeting deadlines and maintaining accuracy.
• Customer service mindset with strong follow-up and problem-solving skills.
• Familiarity with automotive parts terminology and dealership operations is a plus.
• Knowledge of shipping procedures, including hazardous materials handling and transportation requirements, is a plus.

Preferred Attributes

• Self-motivated and able to work independently with minimal supervision.
• Strong collaboration skills and ability to work effectively across multiple departments.
• Comfortable handling a high volume of communications and follow-up activities.
• Adaptable and able to adjust priorities based on changing business needs.