Administrative Coordinator

Aston Carter•Clackamas, OR

4d•$25 - $27•Onsite

About The Position

The Administrative Coordinator supports a full-service semi-trailer dealership by serving as a key point of contact for customers seeking parts and service. This role fields phone calls, emails, and walk-in inquiries, identifies and procures semi-trailer parts from multiple vendors, coordinates trailer repair needs, and ensures accurate billing and documentation. The position combines customer service, administrative support, and basic technical understanding of semi-trailers to deliver timely, informed solutions to customers’ maintenance and repair needs.

Requirements

Minimum of 3 years of experience in customer service and administrative roles.
Strong customer service orientation, with the ability to assist customers in person, over the phone, and via email.
Proven administrative support skills, including data entry, billing, and handling parts and service inquiries.
Ability to manage purchase orders and ensure accurate invoicing for parts and services.
Strong verbal and written communication skills for clear, professional interactions with customers, vendors, and internal staff.
Basic understanding and practical use of Microsoft Outlook for emailing and communication.
General proficiency with Microsoft Office applications to support administrative tasks.
Resiliency and persistence in problem solving, including the ability to dig into the root cause of issues and present effective solutions.
Ability to read and interpret parts catalogs and cross-reference aftermarket brands with original part numbers.
Capacity to learn and demonstrate skills through computer-based assessments.
Valid Oregon or Washington driver’s license with a driving record acceptable to a commercial vehicle insurance provider, enabling occasional local deliveries.

Nice To Haves

Experience working in a dealership environment, such as automotive, truck, or similar settings.
Experience with CDK Truck software or comparable dealership management systems.
Experience estimating vehicle repairs, including parts and labor.
Background or experience in the trucking industry.
Basic understanding of semi-trailers, their components, and common maintenance and repair needs.
Interest in career advancement opportunities into sales, warranty administration, service coordination, or related roles within a dealership environment.

Responsibilities

Field customer phone calls, emails, and walk-in inquiries regarding semi-trailer parts and service needs in a friendly, professional, and informed manner.
Communicate with trailer manufacturers and vendors’ technical support teams to identify and order the correct parts required for customer applications and trailer repairs.
Work with multiple vendors to procure semi-trailer parts for a variety of applications, leveraging an understanding of trailers to help identify appropriate maintenance and repair solutions.
Identify proper part numbers, verify availability, and recommend suitable parts and solutions based on customers’ needs and repair requirements.
Pull parts for customer orders and prepare them for shipping or delivery, ensuring accuracy in order fulfillment.
Perform occasional local parts deliveries within the Portland Metro area using a company vehicle, as needed.
Ensure proper billing of parts on invoices, including accurate pricing, quantities, and customer information.
Issue purchase orders for special-order parts and maintain organized records of orders and transactions.
Read and interpret parts catalogs to identify cross references between aftermarket brands and original equipment manufacturers.
Use internet resources, catalogs, and vendor contacts to research and verify details of specific part numbers and applications.
Communicate trailer repair needs clearly and accurately on work orders for mechanics, ensuring technicians have the information required to perform repairs.
Keep customers informed throughout the repair process, providing updates on status, timelines, and any changes to scope.
Prepare estimates of parts and labor for trailer repairs, ensuring estimates are complete, accurate, and aligned with customer requirements.
Explain repair necessities, options, and associated costs to customers, and obtain budget approval prior to proceeding with work.
Perform data entry related to parts, service inquiries, billing, and purchase orders, maintaining accurate and organized records.
Collaborate with a small on-site team to support overall dealership operations, including parts sales, service coordination, and customer communication.
Demonstrate resilience in problem solving by investigating root causes of issues and presenting well-considered solutions to customers and internal stakeholders.