Administrative Assistant For Retail Automotive Dealerships

Executive Assistant to the General Manager — Automotive Dealership Operations

Two dealerships. One General Manager. A position with real responsibility.

I oversee two retail automotive franchises and am hiring an experienced Executive Assistant to work directly under me and help keep both dealerships organized, accountable, and moving forward.

This position is involved in daily dealership operations, including sales, finance, accounting, and departmental projects. I need someone who identifies unfinished business, follows through, and brings issues to my attention before they become bigger problems.

If you understand the principle behind “A Message to Garcia”—take ownership, use good judgment, and carry an assignment through to completion—you understand the mindset I am looking for.

Your Responsibilities

• Work with accounting and the Office Manager: Coordinate closely with accounting and the Office Manager to keep deals flowing from sales and finance into accounting. Track missing documents, follow up with the responsible employees, and help ensure complete deal packages are ready for timely posting.
• Manage deal processes: Track deals from delivery through completion, identify delays, and follow up on outstanding paperwork and requirements.
• Reconcile employee timecards: Review timecards for all employees, identify discrepancies, and coordinate corrections with department managers before payroll deadlines.
• Monitor compliance: Track required documentation, sales licensing, and established dealership procedures. Immediately alert the GM to missing requirements or potential compliance concerns.
• Maintain spreadsheets: Manage accurate Google Sheets for inventory, sales commissions, licensing, and other operational reporting.
• Assist customers with titles and license plates: Communicate clearly with customers, coordinate with the employees handling title work, and follow outstanding items through completion.
• Manage backend product cancellations: Coordinate cancellation requests, required documentation, refund tracking, and follow-up with finance, accounting, and product providers.
• Manage fuel cards and receipts: Track card assignments, collect and reconcile receipts, and report missing documentation or unusual activity.
• Oversee receptionists: Help maintain dependable phone coverage, professional customer service, and an organized front office.
• Support department managers: Assist with projects and operational needs, track deadlines, and follow assignments through completion.
• Assist the GM with departmental operations: Help organize priorities, address issues, and provide accurate, timely updates across both dealerships.

The Person I Am Looking For

An experienced dealership professional who takes initiative, handles a full workload, and maintains accuracy when priorities change.

You must be comfortable following up with managers, asking for missing information, and holding people accountable respectfully. You should know when to resolve an issue independently and when to bring it directly to me.

You will be my eyes and ears across both dealerships. That means staying aware of departmental issues, maintaining confidentiality, and immediately alerting me to concerns that affect customers, employees, compliance, or dealership operations.

Required Experience and Skills

• Previous automotive dealership administrative or operations experience.
• Working experience with Dealertrack DMS, CUDL, RouteOne, VinSolutions, and Google Sheets.
• Familiarity with dealership leads, CRM workflows, sales and finance documents, and deal processing.
• Experience coordinating with accounting and dealership office personnel.
• Strong organization, attention to detail, clear communication, and dependable follow-through.
• Ability to manage multiple assignments and maintain accurate records.
• Professional judgment and discretion when handling sensitive customer, employee, and business information.

Experience with title and registration processes, timecard reconciliation, commission tracking, and backend product cancellations is highly valued.

What to Expect

This is a busy, hands-on position with a full daily workload and clear expectations. You will work directly with the GM, stay involved across departments, and be expected to keep open items moving without repeated reminders.

Success means accurate records, timely communication, complete paperwork, and assignments carried through to completion.

How to Apply

Submit your résumé and a brief note that includes:

• Your dealership experience and the systems you have used.
• Which responsibilities listed above you have personally handled.
• An example of a problem you identified and carried through to resolution without step-by-step direction.

I am looking for someone I can trust to take ownership, follow through, and help me run two dealerships effectively.

Pay: $24.05 - $28.97 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $24 - $29