Administrative Assistant

Description

Alloy Wheel Repair Specialists (AWRS)

We are seeking a highly organized, detail-oriented, and customer-focused Administrative / Customer Service Representative to join our team! This position plays an important role in supporting daily office operations, providing exceptional customer service, maintaining accurate financial records, and ensuring effective communication between customers, technicians, drivers, and management.

The ideal candidate is a proactive multitasker who thrives in a fast-paced environment, is comfortable working with multiple software platforms, and takes pride in delivering accurate, timely work.

Key Responsibilities

Customer Service & Administrative Support

• Answer incoming calls on a multi-line phone system and respond to customer inquiries regarding services, pricing, and repair status.
• Provide timely, professional communication through phone calls, emails, and text messages.
• Prepare quotes, follow up with retail customers, and maintain accurate customer records.
• Respond to incoming retail inquiries and quote requests within established response times.
• Contact customers regarding completed repairs, non-repairable wheels, and wheels placed on hold.
• Track retail wheels throughout the repair process and coordinate customer pickups.
• Assist with dispatching, scheduling, and coordinating communication between drivers, technicians, and customers.
• Receive, sort, and distribute incoming mail and assist with shipping and receiving.
• Order office supplies and assist with general office organization.
• Maintain accurate customer information and assist with online reputation management and social media updates.

Accounting & Financial Administration

• Prepare and maintain daily cash receipts, checks received, and credit card transaction reports.
• Process and reconcile daily financial transactions accurately and within established deadlines.
• Review and approve invoices, ensuring all required documentation, purchase orders, signatures, and claim numbers are included.
• Submit verified vendor invoices to the Accounts Payable department.
• Communicate with drivers and technicians to resolve invoice discrepancies and obtain missing documentation.
• Assist with collecting cash-on-delivery (COD) payments and following up on past-due customer balances.
• Manage and finalize customer claims within company systems.
• Support month-end closing procedures by ensuring invoices, payments, and financial reports are processed accurately and on time.

Operations & Team Support

• Work closely with management to resolve employee timekeeping discrepancies and missed punches.
• Monitor vehicle locations and assist with coordinating field operations.
• Maintain accurate inventory records, track daily material usage, and coordinate weekly supply orders.
• Support office operations and collaborate with various departments to ensure efficient workflow.
• Perform additional administrative and operational duties as assigned.

Software & Technology

Candidates should be comfortable using technology and learning new systems. Experience with any of the following is a plus:

• Google Workspace (Gmail, Google Voice, and Chrome)
• Microsoft Office and Teams
• NetSuite
• Paylocity
• Geotab
• Streak CRM
• Clover
• GoTo
• Yelp, Facebook, and other customer engagement platforms
• Industry-specific invoicing, dispatching, and inventory management software

What We're Looking For

We're looking for someone who is organized, dependable, resourceful, and committed to providing excellent customer service. The successful candidate will be comfortable balancing administrative responsibilities, financial reporting, and customer communication while maintaining accuracy and professionalism.

Join the AWRS team!

If you enjoy working in a collaborative environment, solving problems, and keeping operations running smoothly, we'd love to hear from you.

Apply today to become part of Alloy Wheel Repair Specialists!

Requirements

Qualifications & Skills

• Previous experience in administrative support, customer service, office coordination, or a similar role preferred.
• Strong organizational skills with excellent attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, including Excel, Word, Outlook, and Teams.
• Comfortable learning and navigating multiple software applications and business systems.
• Basic understanding of accounting processes, invoicing, payment reconciliation, and accounts receivable preferred.
• Strong problem-solving skills and the ability to work independently.
• Professional, dependable, and customer-service-oriented attitude.
• Experience working with dispatching, inventory management, or automotive services is a plus.