Administrative Aide

$31,200 - $41,600/Yr

Palmetto Alfa Romeo-fiat - North Miami, FL

Full-time

North Miami, FL

About the position

The Administrative Aide position at Palmetto Alfa Romeo-Fiat is a full-time role responsible for providing administrative and clerical support to the Executive Assistant and other executives. The role requires bilingual proficiency in English and Spanish and involves managing various office tasks, including processing vehicle titles and maintaining office supplies.

Responsibilities

• Answer and direct phone calls
• Write and distribute email, correspondence memos, letters, faxes, and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Assist in ordering office supplies
• Accurately process incoming titles from dealerships and match the consignor checks to the title and invoice on a daily basis
• Verify that the correct lienholder has paid off debt and that funds have been properly collected before processing title applications
• Check for application accuracy and ensure that all information is completed
• Prepare and submit all legal transfer documents to the State Department of Motor Vehicles (DMV) DLR
• Prepare and submit all legal paperwork necessary to obtain out-of-state titles
• Prepare tax and title documents
• Prepare stock cards for new and used vehicles
• Post vehicle sales and purchases
• Process/register all vehicle warranties and extended service contracts while maintaining a log of all contracts processed and mailed
• Answer customer inquiries or concerns in person, by e-mail, fax, or telephone in a professional, customer-focused manner
• Open and accurately record incoming titles on a daily basis according to established procedures
• Match sold titles with invoices
• Compile and maintain a complete list of all outstanding title work
• Report to management on the status of any missing or troublesome titles and provide a current list of outstanding titles to the comptroller at the end of the month
• Maintain a high level of confidentiality
• Consistently maintain a professional appearance and a clean and organized work area
• Perform other duties as assigned or requested to assure optimum service levels.

Requirements

• High school diploma or GED preferred but not required
• Minimum of one year of administrative experience preferred but not required
• Ability to operate a personal computer and other office equipment (i.e. scanner, fax machine, copy machine)
• Efficiently operate Microsoft Office products such as Word, Excel, and Outlook
• Notary designation preferred
• Excellent customer service and problem-solving skills
• Ability to communicate effectively both in writing and verbally in English and Spanish
• Ability to work in a high performance, fast-paced team environment
• Ability to adapt to and work effectively within a constantly changing atmosphere
• Ability to effectively enter data accurately
• Ability to answer telephone calls effectively
• Ability to maintain an organized work environment.

Nice-to-haves

• Bilingual in English and Spanish
• Notary designation

Benefits

• Competitive hourly pay of $15 - $20
• Full-time employment
• Monday to Friday work schedule
• In-person work environment