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Administrative Coordinator

2 months ago

Portland, Oregon, United States Peterson Full time
Job Summary

Peterson Trucks-Idealease is seeking an experienced Administrative Assistant to support the Idealease department and Sales, Finance, and Executive management. The successful candidate will perform various administrative functions, including processing and securely filing sale documents, processing tax and compliance paperwork, and administering license, title, and registration processes.

Key Responsibilities
  • Work with Sales staff to provide timely status on sold equipment and prepare sale documents as needed.
  • Calculate license, title, and registration fees for truck sales.
  • Prepare license, title, and truck registration documents and issue temporary registration plates.
  • Correspond with motor vehicle agencies to process title work.
  • Issue purchase orders (POs) and process invoices for payment for new and used truck sales.
  • Track and enter new and used truck inventory into Customer Relationship Management (CRM) system.
  • Apply for and maintain California DMV Vehicle verifier license.
  • Prepare check requests for license, title, and registration fees.
  • Scan truck sales files into the proper system to ensure customer information is kept secure.
  • Communicate with vendors to coordinate assets and effectively maintain truck inventory.
  • Process purchase orders for dealership expenses and assist with accounts payable documents and requests from vendors.
  • Answer telephone, take messages, and assist customers.
  • Process incoming and outgoing mail and monitor copy/fax machine.
  • Order office supplies as needed.
  • Assist with internal or external audits as needed.
  • Support Executive, Finance, and Sales Management as needed.
  • Complete weight and mileage tax and billing.
  • Process annual registration renewals.
  • Complete International Fuel Tax Association (IFTA) reporting.
  • Submit Federal Highway Usage Tax (FHUT) and rebills.
  • Submit Department of Transportation (DOT) renewals.
  • Maintain and update vehicle information within Idealease Portal.
  • Manage permanent fleet registration (PFR) account.
  • Liaise with Accounting department regarding financing of Idealease transactions.
  • Liaise with Credit department regarding customer accounts.
  • Process rebill work as needed.
  • Maintain punctual, regular, and predictable attendance.
Requirements
  • High school diploma or general education degree (GED); and minimum of one (1) year of experience as an administrative assistant; or equivalent combination of education and experience.
  • Peterson Trucks, Inc. is committed to equal employment opportunity and affirmative action. Minorities, females, veterans, and individuals with disabilities are encouraged to apply.
  • A drug screen and background check is required.