Executive Administrative Assistant

 

Capture Automotive is an up and coming Tier 1 supplier within the automotive manufacturing community backed by years of experience and a long-successful automotive dealership group. We specialize in procurement and delivery of the most advanced automotive products in the world for our customer base which includes manufacturer’s like Ford Motor Company, Porsche Cars North America and Volkswagen Group of America, Inc.

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Our parent company, Tamaroff Motors, Inc. is a local automotive dealership with multiple locations representing several brands and other businesses within.  We have had the privilege of serving our local community for over 45 years.  Our company is family owned and operated for three generations. We are dedicated to providing excellent service to all of our customers. This mission begins with the efforts of our dedicated team members. We have an extremely loyal staff and management with very low turnover. We facilitate a very warm, friendly, family oriented environment for our employees and this culture transfers to our customers.

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Capture Automotive has an immediate full-time opening for an Executive Administrative Assistant to our Director of Sales and Operations. This individual must be a dependable team player with a drive for excellence and a passion for their job.  We are looking for an energetic, professional with a positive “can do" attitude with excellent communication, organization and time-management skills who acts proactively when performing their job responsibilities.

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A successful candidate must be able to efficiently manage the Director’s daily and monthly duties and commitments. Must be able to multi-task and follow up with constant emails and phone calls timely, and professionally engage with both customers and suppliers alike.  This individual must understand the sensitive and confidential nature of their assigned tasks and ensure no breach of confidentiality occurs.

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Job Description

Provide overall support to the Sales & Operations Director as required for day-to-day business operation. Daily tasks may include but are not limited to, assisting in managing customer accounts, communicating with supply chain, generating and executing order processing documents from quotation to invoice, generating/maintaining word processing documents and spreadsheets, digital and hard copy filing, creating and managing logistics for both local and out-of-state vehicle deliveries, managing a team of part-time local drivers and assisting billing department in fleet vehicle lifecycle processing and company performance reporting. Extensions of daily tasks include support of overall growth of company to include advertising, marketing, social networking, office management, building revenue and cost cutting initiatives. Strong communication skills, proactive “can-do” approach and problem solving initiative and skill set to daily tasks are required.

 

Responsibilities

 

Daily Tasks:

• Create/Track Quotations

• Launch, schedule and follow-up on customer order(s)

• Generate and execute Customer Contracts, Vehicle Inspection Reports, etc.

• Develop and manage driver personnel schedule, rotation and time reporting

• Assist billing personnel in generating/tracking invoices, expenses, fleet vehicle paperwork management, etc.

• Help create and maintain new and current customer sales targeting objectives

• Maintain calendars (rental bookings, sales calls, fleet maintenance, etc.)

 

Company Development:

• Help create/deploy customer retention program

• Help create/manage new target customer and supplier discovery information

• Help create/deploy/manage advertising, marketing and tradeshow opportunities

 

 

Qualifications

• Intermediate knowledge of Microsoft Outlook, Word, Excel and PowerPoint

• Strong ability to take direction, but also exercise independent thought and judgment, while proactively performing assigned tasks

• Ability to look beyond the immediate task to anticipate future need or requirements

• Clear, concise and polished communication skills

• Strong organizational skills, including task prioritization with minimal supervision.

• Strong organizational and analytical skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

• Very strong interpersonal skills and the ability to build relationships

• Expert level written and verbal communication skills

• Highly resourceful team-player, with the ability to also be extremely effective independently

• Ability to work in a fast-paced, quickly changing environment

• Strong personality and ability to say no

• Organized, structured, results oriented and a go getter

 

Preferred Experience/Competency

• 1+ Year experience in Automotive Industry

• 1+ Year experience in Logistics Management

• 1+ Year experience in Accounting environment

• 2+ Years experience in Office Administration

• 2+ Years experience in Customer Service

• 2+ Years experience in Business-to-Business working environment

• 2+ Years of collegiate attendance, associate degree or higher in business concentration

• Technology Competency (ideal, not required)

  • Microsoft Office

  • Mac OS

  • Internet Savvy

 

Hours

Primarily 9AM – 5PM Monday through Friday with added flexibility of an occasional late weeknight and/or weekend hours. Must be willing and able to communicate after-hours via phone, text, email to satisfy customer-driven urgent requests. After-hours communication and weekend hours represent a very small percentage of total annual working hours.

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APPLY NOW!!!

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