Dual-Role Administrative & Financial Coordinator

Vantage Auto; Northern (KY); Hybrid; USD 38,000 - 52,000; Full time

Job summary

Vantage Auto is seeking an Administrative Coordinator to support both Accounting and Sales teams. You will handle invoice processing, expense tracking, reconciliations, and vehicle readiness, while coordinating delivery, pickup, and status updates.

The role requires strong organization, communication, and multitasking across two departments, with proficiency in QuickBooks Online and MS Excel, plus openness to AI tools in daily tasks.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• At least two years of administrative and clerical experience required.
• Automotive dealership experience preferred.
• QuickBooks Online experience a plus.
• Demonstrated use of AI tools in a professional setting preferred.

Responsibilities

• Enter vehicle purchases, costs, deal information, and payoff docs into the DMS; organize records.
• Track and code reconditioning expenses to repair orders in DMS and QuickBooks.
• Process vendor invoices and prepare checks for approval.
• Serve as day-to-day contact for reconditioning vendors.
• Maintain internal trackers for inventory purchases, parts expenses, floorplan vehicles, and payoffs.
• Manage day-to-day bookkeeping for company credit card expenses.
• Assist with month-end close by ensuring expenses are entered accurately.

Skills

Organization

Time management

Communication

Multitasking

Excel

AI tools

Interpersonal skills

Education

High school diploma

Associate degree preferred

Tools

QuickBooks Online

Microsoft Excel

DMS software

AI tools familiarity

Job description

Vantage Auto is seeking an Administrative Coordinator to support both Accounting and Sales teams. You will handle invoice processing, expense tracking, reconciliations, and vehicle readiness, while coordinating delivery, pickup, and status updates.

The role requires strong organization, communication, and multitasking across two departments, with proficiency in QuickBooks Online and MS Excel, plus openness to AI tools in daily tasks.