Tire Administrative Assistant

Calista Corporation•Fairbanks, AK

11d•Onsite

About The Position

The Tire Administrative Assistant provides entry-level administrative and customer service support for the tire service center. This position assists customers, answers phones, helps gather information for quotes and service requests, enters information into the tire management system, supports invoicing and payment processing, and helps maintain organized records. The role also assists with basic inventory tracking and general office tasks under the direction of the supervisor or experienced team members. Success in this position requires a positive attitude, willingness to learn, attention to detail, dependable attendance, and the ability to provide helpful service in a busy shop and office environment.

Requirements

High School Diploma or equivalent required.
Valid state driver’s license and qualified to operate a vehicle under the conditions of the Company’s Driving Policy.
Ability to pass drug, driving, and background screenings.
Basic knowledge of administrative and accounting principles, practices, and procedures.
Working knowledge of general office systems, processes, and administrative practices.
Knowledge of proper methods for maintaining confidential and sensitive information.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Proficiency with collaborative communication and scheduling tools, such as Microsoft Teams, Zoom, or similar applications.
Strong verbal and written communication skills.
Strong customer service and interpersonal skills.
Strong organizational, time management, and prioritization skills.
Accurate data entry skills with strong attention to detail.
Basic mathematical skills for reviewing pricing, invoices, payments, and inventory information.
Ability to learn and effectively use tire management software and other business systems.
Ability to maintain accurate and organized electronic and hard-copy records.
Ability to gather and communicate accurate customer, vehicle, equipment, and service information.
Ability to maintain accurate records related to quotes, work orders, invoices, payments, and inventory.
Ability to follow verbal and written instructions and established procedures.
Ability to manage multiple tasks and changing priorities in a fast-paced environment.
Ability to work independently with minimal supervision and escalate issues appropriately.
Ability to work collaboratively and effectively with customers, employees, vendors, and business partners.
Ability to adapt to changing priorities and learn new systems, processes, and procedures.
Ability to maintain confidentiality and exercise discretion when handling sensitive information.
Ability to work effectively in a Native Corporation multi-business environment.
Ability to maintain a professional and service-oriented demeanor.
Ability to safely and efficiently operate a motor vehicle.

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration, Office Management, or related field preferred.
One (1) year prior experience in administrative support or office coordination roles preferred.

Responsibilities

Answer incoming phone calls, take messages, and route calls to the appropriate team member.
Greet customers in a professional and friendly manner and notify service staff when assistance is needed.
Gather basic customer, vehicle, equipment, tire size, and service request information for quotes, work orders, and service appointments.
Assist with preparing and updating customer quotes using information provided by supervisors, service technicians, or vendors.
Enter customer, quote, work order, invoice, and inventory information into the tire management software system.
Help schedule service appointments and service calls based on direction from the service team.
Assist with preparing invoices and reviewing basic information for accuracy before submitting for approval or processing.
Process credit card and other customer payments according to company procedures and with guidance as needed.
Help monitor open quotes, work orders, invoices, and customer follow-ups and communicate status updates to the appropriate team member.
Assist with basic tire inventory tasks, including checking stock availability, recording counts, receiving information, and reporting low inventory.
Contact vendors or suppliers for basic pricing, availability, and delivery information as directed.
Maintain organized electronic and hard copy records for quotes, invoices, receipts, purchase orders, customer accounts, and service documents.
Learn and use the tire management software system for data entry, customer updates, inventory updates, and basic reporting.
Assist with filing, scanning, copying, mail, office supply tracking, and other general administrative duties.
Communicate customer questions, pricing concerns, service delays, or unusual issues to a supervisor or experienced team member.
Follow company policies, safety expectations, and established procedures while performing assigned duties.
Work in a constant state of alertness and in a safe manner.
Perform other duties as directed.