Administrative Specialist

3 days ago

Portland, OR, United States AutoBidMaster Full time
AutoBidMaster is a fast-growing online marketplace in the unique segment of the automotive industry - used & salvaged vehicle auctions. For over 15 years, we have been successfully providing our US and global customers with access to online vehicle auctions and efficiently delivering their vehicles to every major port in the world. We are a passionate and dedicated team composed of 100+ employees worldwide, committed to making AutoBidMaster the greatest place to buy and ship salvaged vehicles while making the industry transparent, innovative & fun.

We are looking for a responsible Administrative Specialist to perform a variety of administrative and clerical tasks. Duties of the Administrative Officer include providing support to our managers and employees, assisting in daily office needs and managing our company's general administrative activities.

Responsibilities will include, but not limited to:
• Assist the Executive Director with licensing projects, renewals, and submissions.
• Process state dealer license renewals and ensure compliance.
• Manage insurance, bond, and bid card renewals as needed.
• Maintain and update the state licensing spreadsheet.
• Process renewals for all state tax, resale, and county licenses.
• Prepare, sign, and submit necessary forms and documentation.
• Organize and maintain filing systems, ensuring timely updates for registrations and licenses.
• Organize incoming mail, scan, and forward it to the appropriate department.
• Coordinate special events, team-building activities, and catering services.
• Welcome visitors and oversee onsite vendors.
• Support office staff with supply orders, IT coordination, and general administrative tasks.
• Provide executive support to leadership as directed.
• Handle ad-hoc projects and assignments based on business needs.

Knowledge, Skills, and Abilities:
• Ability to manage multiple projects simultaneously while meeting deadlines and maintaining focus.
• Strong independent work ethic, with the ability to collaborate effectively in a team environment.
• Adaptability to fast-paced, high-demand settings with strong problem-solving skills.
• Professional demeanor when interacting with colleagues, vendors, and external partners.
• Exceptional customer service skills, demonstrating empathy, patience, and professionalism.
• Reliable, punctual, and highly efficient with a strong sense of accountability.
• Proficient in Office 365, Adobe, Gmail, Google Docs, Google Sheets, and Calendar.
• Resourceful in internet research and online procurement.
• Comfortable using iPhone or Android devices, including apps, messaging, and camera functions.
• Highly organized, detail-oriented, and capable of prioritizing tasks effectively.
• Strong written and verbal communication skills in English.
• Proactive in identifying and resolving challenges efficiently.
• Ability to perform hands-on administrative tasks and provide logistical support as needed.
• Experience in streamlining and implementing operational processes to improve efficiency.
• Proven experience supporting high-level executives with discretion and efficiency.
• Consistent track record of exceeding expectations and demonstrating initiative.
• Committed to long-term growth and development within the role.

Benefits:
  • 401(k)
  • Health insurance
  • Paid time off
  • Professional development assistance
  • Vision insurance
  • Bonus Pay
Schedule:
  • 8-hour shift
  • Monday to Friday

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