Administrative Assistant

Keller Estate•Petaluma, CA

4d•Onsite

About The Position

We are seeking a reliable and detail-oriented Administrative Assistant to support operations inside a private auto shop. This part-time role is ideal for someone who enjoys a mix of administrative work, coordination, documentation, and light operational support. The preferred schedule is three 8-hour days per week, ideally Tuesday, Wednesday, and Thursday (final schedule will be determined with the candidate).

Requirements

Self-starter with strong attention to detail
Ability to manage multiple tasks independently
Proficiency in Microsoft Office (Word, Excel, Outlook, Teams), Zoom, DMV online systems, and ability to learn new software
Good time management skills and ability to follow instructions
General math skills for reconciliation and verification tasks
Valid California Driver’s License

Nice To Haves

Experience with document administration and inventories is helpful
Knowledge of vehicle documentation processes is a plus but not required

Responsibilities

Invoice & Payment Coordination: First point of contact for incoming invoices and payment requests. Organize, review, and reconcile documentation before sending to accounting. Maintain accurate records and tracking logs.
Vehicle Documentation & Registrations: Maintain files for registrations, renewals, and required payments. Track deadlines and ensure timely submission. Process payments for registrations and related documentation.
Art Inventory & Condition Reporting: Maintain inventory of art pieces. Conduct general visual inspections to identify repairs or maintenance needs. No formal art knowledge required — just a good eye for detail.
Administrative & Operational Support: Prepare memos, emails, reports, and internal correspondence. Schedule appointments and maintain calendars. Assist with deliveries and run business-related errands. Coordinate with suppliers and service providers. Maintain organization within the shop.