Administrative Coordinator
About The Position
If you are the person people rely on to keep things organized, follow through on details, and ensure nothing is missed, this is the role for you. We are looking for someone who takes ownership of their work, stays on top of multiple moving pieces, and helps keep the day running without things falling apart behind the scenes. In this role, you will support our Location Management Team by handling the administrative and coordination work that keeps the operation moving. This includes managing accident documentation, supporting claims processing, assisting with billing and reporting, and maintaining clear, organized records across locations. You will: Claims and Accident Support: Collect and organize accident reports and checklists Gather supporting documentation, including rental agreements, check-out slips, police report numbers, impound documentation, witness statements, and damage estimates Upload vehicle damage photos, accident reports, repair estimates, check-in and check-out slips, rental agreements, and related documentation into the claims system Communicate with claim coordinators and fleet partners, escalating issues to the General Manager or claims team as needed Administrative and Accounting Support: Assist with billing research and accounts receivable tasks Reconcile petty cash as directed by the General Manager Complete new hire paperwork and support onboarding documentation Maintain accurate reports and assist with miscellaneous administrative projects Customer and Vendor Communication: Respond to internal and external calls related to customers, insurance carriers, dealerships, repair shops, and vendors Assist with customer service adjustments as directed Maintain and manage the lost and found log, including tagging items and coordinating customer contact
Requirements
- Must be 21 years of age and hold a valid Driver’s License
- Occasional weekends and holidays as needed
- Minimum of a High School diploma or equivalent
- Proficiency in Google Suite, including Word & Excel
- Self-motivated, excellent organizational skills, and attention to detail
- Ability to function and act independently
- Ability to work in a fast-paced environment under short time constraints
Responsibilities
- Collect and organize accident reports and checklists
- Gather supporting documentation, including rental agreements, check-out slips, police report numbers, impound documentation, witness statements, and damage estimates
- Upload vehicle damage photos, accident reports, repair estimates, check-in and check-out slips, rental agreements, and related documentation into the claims system
- Communicate with claim coordinators and fleet partners, escalating issues to the General Manager or claims team as needed
- Assist with billing research and accounts receivable tasks
- Reconcile petty cash as directed by the General Manager
- Complete new hire paperwork and support onboarding documentation
- Maintain accurate reports and assist with miscellaneous administrative projects
- Respond to internal and external calls related to customers, insurance carriers, dealerships, repair shops, and vendors
- Assist with customer service adjustments as directed
- Maintain and manage the lost and found log, including tagging items and coordinating customer contact
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
