Automotive Dealership Admin Specialist

SOUTHBAY AUTOS LLC; Torrance (CA); On-site; USD 28,000 - 34,000; Full time

Job summary

SOUTHBAY AUTOS LLC is seeking a dependable office clerk to support daily administrative operations at our Torrance dealership. The role focuses on organization, data entry, and accurate record-keeping to assist sales, finance, service, and management teams.

The ideal candidate will be detail-oriented, professional, and able to manage multiple priorities in a fast-paced environment, with prior automotive dealership business office experience preferred.

Qualifications

• High school diploma or equivalent preferred.
• Previous automotive dealership experience is required.
• Experience with DMV trade-in paperwork, New/Used Report of Sales, REG 262 forms, and trade-in payoff forms
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Professional and friendly customer-service approach.
• Comfortable using computers, email, Microsoft Office, and other office software.
• Strong attention to detail and accuracy.
• Ability to handle confidential information professionally.
• Ability to multitask and prioritize in a busy dealership environment.
• Maintain excellent attendance and punctuality.

Responsibilities

• Answer and direct incoming phone calls, emails, and general inquiries.
• Assist with dealership paperwork, filing, scanning, copying, and data entry.
• Maintain accurate customer, vehicle, and administrative records.
• Assist with processing vehicle sales, registrations, titles, and related documentation.
• Coordinate and organize documents for sales, finance, service, and management departments.
• Input incoming vehicles into the DMS system, prepare inventory jackets, and print labels for each jacket
• Enter and update vehicle inventory information in CDK.
• Input new vehicle NVDRs and submit vehicles for applicable factory incentives through the Factory Dealer Connect Portal; maintain the incentive schedule.
• Prepare receipts for finance customers
• Process and prepare daily Parts and Service deposits.
• Organize and verify sales deal jackets to ensure compliance with State and Federal regulations and identify any missing paperwork needed for processing
• Assist management and dealership staff with administrative projects and daily office needs.
• Maintain organized electronic and physical files while protecting confidential information.
• Provide general clerical support to various dealership departments.
• Perform other administrative duties as assigned.

Skills

Organizational skills

Time management

Customer service

Data entry

Verbal communication

Written communication

Microsoft Office

DMV paperwork familiarity

CDK DMS knowledge

Education

High school diploma

Tools

CDK DMS

Dealership software

Job description

SOUTHBAY AUTOS LLC is seeking a dependable office clerk to support daily administrative operations at our Torrance dealership. The role focuses on organization, data entry, and accurate record-keeping to assist sales, finance, service, and management teams.

The ideal candidate will be detail-oriented, professional, and able to manage multiple priorities in a fast-paced environment, with prior automotive dealership business office experience preferred.