Administrative Coordinator, New Trailers USA

Who We Are:

Velocity Vehicle Group (VVG) is a premium commercial brand medium to heavy truck and semi-trailer dealership that offers the full-service experience for our customers, from an outstanding sales organization to highly skilled technicians to service your vehicle, and on demand parts. Our goal is to be your one stop shop experts for all truckers, owner operators, fleets and companies. This coupled with our Leasing and Rental business and our Financial services business make VVG the leading Truck dealership.

What’s in it for You:

VVG is a fast paced and growing organization that is looking for candidates that are ready for a daily challenge and cannot wait to provide superior customer service both internally and externally. VVG offers fantastic Culture as well as competitive pay, 401K W/Match, Medical, Dental, & Vision benefits. Become a part of our team and immerse yourself in a company that fosters a Great Place to Work™ culture!

What You’ll Do:

Administrative Coordinator oversees the administrative functions of our trailer sales business, specializing in refrigerated trailers (reefers) and dry vans. This role plays a critical part in ensuring efficient sales support and full compliance from purchase through delivery. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple moving parts in a fast-paced, asset-driven environment. The selected candidate will also be required to become a notary, and Velocity Vehicle Group will assist with the process after hire.

Responsibilities:

• Create and maintain e-files for all trailer sales
• Support the sales team with dealer invoices, and customer sales documentation for various locations
• Handle titles, VINs, MSOs, and registration documentation
• Monitor and maintain VINs, specifications, pricing, condition reports, and unit availability
• Ensure all reefer units are properly registered with Thermo King or Carrier prior to sale
• Run weekly reports on holds and quotes for internal sales and operations meetings
• Responsible to ensure deal is correct in Arcadium before processing, sales tax & FET correct
• Input information in DMV system to generate temp registration and temp license plates
• Collect resale and FET certificates if required
• Review/prepare doc package for funding of contracts, when applicable
• Process flooring transfers – dealer trades
• Prepare check requests for floorplan payoffs
• Prepare check requests for customer refunds, if applicable
• Prepare check requests for DMV and process refunds if necessary
• Process check requests and wire transfers for trailer purchases
• Additional tasks as necessary
• DTF Floorline Audits
• Process new trailer AP invoices in system (On Phase)
• Issue department purchase orders for various costs associated with trailer sales transactions
• Manage and reconcile vehicle clearing accounts for assigned branches
• Additional tasks and projects as requested
  
  

Qualifications & Experience:

• High school diploma or equivalent required; Associate’s degree in Business Administration or related field preferred.
• 2 years of administrative or office coordination experience preferred, ideally within transportation, manufacturing, dealership, or equipment industries.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Experience with ERP, inventory management, or dealership management systems is a plus.
• Excellent communication and customer service skills.
• Strong attention to detail and documentation accuracy.
• Experience in the trailer, transportation equipment, logistics, or dealership industry is preferred.
• Familiarity with vehicle title processing, registration, or dealership paperwork is a plus.
• Experience coordinating sales orders, service work orders, or equipment inventory.
  
  

Compensation:

• Hourly $30-$35/hr. (depending on experience and qualifications)
• Full-time position 
  
  

Benefits Velocity Vehicle Group Offers:

• Fantastic Culture
• 401k match
• Health, Dental & Vision Insurance HSA & FSA
• Employer paid Life Insurance
• Paid Vacation Days
• Sick Leave
• Company perks such as employee discounts, company events and training programs
• Excellent Training and Career Advancement Opportunities
  
  

Physical Requirements:

• Must be able to pass post offer drug test, physical, and background check
  
  

Velocity Vehicle Group is an equal opportunity employer. Velocity Vehicle Group prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.