Administrative & Vehicle Operations Coordinator

Helm; Village of Suffern (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

JLRNA Technical Center in Mahwah, NJ is seeking an Administrative Assistant / Porter to support vehicle operations and site logistics. This role emphasizes safety, cleanliness, coordination with technicians and clients, and admin tasks such as repair orders and scheduling.

A college degree is preferred but not required; candidates with 5+ years of relevant experience are strongly preferred.

Qualifications

• College degree preferred but not required.
• A minimum of 5 years of relevant experience is strongly preferred.

Responsibilities

• Represent the technical center brand positively, maintaining respectful, helpful communication at all times to all parties.
• Record vehicle movements accurately in internal systems or logs.
• Parking Lot Management - Maintain a clean, safe, and organized layout of inventory, as it relates to the technical center, and ensure all vehicles belonging to the center are staged in the appropriate area(s). Remove trash, debris, and report any facility or safety hazards.
• Assist with vehicle movement, quick detail jobs, and logistics.
• Perform vehicle inspections on all required vehicles within 24hrs of vehicle arrival.
• Assist with administrative duties including, but not limited to: Repair Order creation and documentation, assisting Technicians and Shop Manager with locating and moving vehicles into and out of shop, vehicle test drives, vehicle refueling or recharging, contacting internal JLR clients for vehicle repairs and scheduling, assisting with Tech Center repair scheduling, communication with JLR clients regarding vehicle updates, cross training on parts lookup, warranty administration, and vehicle dispatching.
• Coordinate the transportation of vehicles from JLRNA’s Technical Center to the transport vehicle carriers in support of the rework process.
• Signing out of keys from the Key Track System.
• Locating assigned units.
• Physical evaluation to assess any visible/ apparent damage to account for damage prior to handing vehicle(s) over to transport carrier(s).
• Short test drive/ lap vehicles to identify any fault/ service codes and/ or drivability issues to be addressed before release to transport carrier(s).
• Removal of DTM plates and documentation of which vehicle removed from.
• Staging vehicles to be collected in designated collection zone.
• Updating various spreadsheets with units and carrier.
• Scheduling delivery with transport carrier(s).
• Physical vehicle evaluation.
• Collection of all keys to deliver to Technical Center for Keys Track System entry.
• Interacting with customers and providing exceptional experiences on a daily basis, including Business Personnel and transport companies.
• Assist in vehicle pick-up and exchanges with JLRNA employees, including scheduling pick-up and preparing vehicles.

Education

College degree preferred

5 years relevant experience preferred

Job description

JLRNA Technical Center in Mahwah, NJ is seeking an Administrative Assistant / Porter to support vehicle operations and site logistics. This role emphasizes safety, cleanliness, coordination with technicians and clients, and admin tasks such as repair orders and scheduling.

A college degree is preferred but not required; candidates with 5+ years of relevant experience are strongly preferred.