What are the responsibilities and job description for the Administrative Assistant position at Americas Auto Auction Birmingham Inc?
The Administrative Assistant provides essential administrative and accounting support to ensure the smooth daily operations of the auto auction. This role supports multiple departments by handling administrative tasks, coordinating communications, maintaining records, assisting management with arbitrations, bank reconciliations, and cash deposits, and providing support to customers and staff in a fast-paced dealership and auction environment. The Administrative Assistant plays a key role in maintaining organization, efficiency, accuracy, and a high level of customer service.
Duties/Responsibilities:
• Provides administrative support to auction management and departmental teams.
• Performs clerical and office duties including filing, scanning, copying, data entry, and document organization.
• Answers phones, greets customers, and directs inquiries professionally and courteously.
• Assists buyers, sellers, and vendors with general questions related to auction processes, titles, payments, and services.
• Supports registration, title, billing, arbitration, and other administrative workflows as assigned.
• Prepares, distributes, reviews, and files auction-related paperwork, reports, correspondence, and documentation.
• Maintains organized electronic and physical filing systems in accordance with company procedures and policies.
• Assists management with bank reconciliations, cash deposits, audits, inspections, and special projects.
• Supports auction-day operations by assisting with reports, paperwork, customer requests, and coordination between office and operations teams.
• Ensures accuracy and completeness of records, forms, and documents prior to processing or submission.
• Follows established procedures and maintains compliance with company policies and applicable regulations.
• Maintains confidentiality of sensitive customer, financial, and company information.
• Provides professional, friendly, and efficient customer service at all times.
• Performs other duties as assigned.
Requirements:- Strong organizational and multitasking skills.
- Excellent attention to detail and accuracy.
- Strong verbal and written communication skills.
- Ability to work effectively in a fast-paced, customer-facing environment.
- Proficiency in Microsoft Office (Word, Excel, Outlook) and basic office technology.
- Professional demeanor with strong customer service orientation.
- Ability to maintain confidentiality and exercise sound judgment.
Education and Experience:
• High school diploma or equivalent required.
• 2–3 years of administrative or clerical experience preferred.
• Previous accounting, cash handling, or reconciliation experience preferred.
• Automotive auction, dealership, or related industry experience is a plus.
Reasonable accommodations may be made to enable persons with physical disabilities to perform the job.
An Equal Opportunity Employer
We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.