Multidepartment Administrative & Bookkeeping Coordinator

Vantage-Auto; Moonachie (NJ); On-site; USD 42,000 - 66,000; Full time

Job summary

Vantage-Auto is seeking an Administrative Coordinator to support both Accounting and Sales teams. The role divides time between bookkeeping tasks and day-to-day administrative duties, including delivery coordination and vehicle status tracking.

The ideal candidate is organized, detail-oriented, and capable of managing priorities across two departments, with experience in QuickBooks Online and AI tools used to streamline tasks.

Qualifications

• Two years of administrative and clerical experience required.
• Automotive dealership experience is preferred.
• Experience with AI tools in a professional setting is preferred.

Responsibilities

• Provide administrative support to Accounting and Sales teams; split duties evenly.
• Enter vehicle purchases, costs, deal info, payoff docs into DMS; organize records.
• Track reconditioning expenses to repair orders in DMS and QuickBooks.
• Process vendor invoices and prepare checks for approval.
• Coordinate vehicle deliveries, pickups, and status updates with vendors.

Skills

Organizational skills

Verbal and written communication

Interpersonal skills

Time management

Multitasking across departments

Microsoft Excel

AI tools (ChatGPT, Claude, Copilot)

Education

High school diploma or equivalent

Associate degree preferred

Tools

QuickBooks Online

Job description

Vantage-Auto is seeking an Administrative Coordinator to support both Accounting and Sales teams. The role divides time between bookkeeping tasks and day-to-day administrative duties, including delivery coordination and vehicle status tracking.

The ideal candidate is organized, detail-oriented, and capable of managing priorities across two departments, with experience in QuickBooks Online and AI tools used to streamline tasks.