Administrative Assistant - Automotive

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

Job summary

Ultimate Staffing is seeking a detail-oriented Administrative Assistant to support the automotive industry in Irvine, CA. The role focuses on coordinating the collection and return of automotive components from dealerships nationwide, and serving as a liaison with Product Quality and production teams.

The ideal candidate will have strong communication, organizational skills, and proficiency with MS 365. This on-site, long-term temporary position requires reliability and a customer-focused

Qualifications

• Strong verbal and written communication with internal and dealership personnel.
• Excellent organization and attention to detail in a fast-paced setting.
• Accurate data entry and tracking in high-volume environments.
• Proficiency with MS 365 applications (Excel, Outlook, Word, Teams).
• Ability to manage multiple priorities and meet deadlines.
• Customer service mindset with strong follow-up and problem-solving.
• 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 collection procedures, shipping requirements, schedules, and status updates.
• Provide guidance to dealerships to ensure process and timeline compliance.
• Track, document, and maintain records of communications, shipments, and part recovery.
• Monitor outstanding requests and follow up with dealerships to ensure timely completion.
• Collaborate with Product Quality and Production Plant teams for investigations and quality initiatives.
• Prepare and maintain reports, logs, and documentation for project tracking.
• Escalate issues and identify solutions to ensure program execution.
• Support additional administrative activities related to parts recovery and quality ops.

Skills

Communication skills

Organizational skills

Data entry & accuracy

MS 365 (Excel/Outlook/Word/Teams)

Multitasking

Customer service

Automotive parts knowledge

Shipping procedures knowledge

Job description

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.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.