Part-Time Administrative Assistant

Located in Portland, OR

Salary: $20.00 per hour

Schedule & Compensation

Hours: Monday to Friday, 9:30 AM – 1:00 PM

Status: Part-Time (17.5 hours per week)

Pay Rate: Based on experience

 

Key Responsibilities

Client Intake & Communication

• Greet luxury vehicle owners professionally and assist with customer intake
• Answer phone calls, manage incoming communications, and respond to client inquiries
• Organize and monitor emails, ensuring invoices, bills, due dates, and urgent matters are addressed promptly

 

Office Administration & Organization

• Maintain organized digital and physical customer, vehicle, financial, and business records
• Organize receipts, invoices, expense records, and important documentation
• Assist with scheduling, daily task management, and creating operational workflows for staff
• Help maintain organization across multiple businesses and daily operations

 

Bookkeeping & Financial Support

• Update and maintain QuickBooks records
• Track expenses, receipts, and business-related purchases
• Monitor bills, invoices, due dates, bank balances, and business account activity
• Assist with preparing invoices and maintaining accurate financial documentation

 

 

Vehicle & Job Tracking

• Update vehicle build and service statuses within company systems
• Assist with tracking vehicle builds, parts, labor, and overall job costs
• Maintain accurate records related to ongoing projects and customer vehicles

 

Documentation & Compliance

• Organize and prioritize important documents, including claims, legal paperwork, invoices, and time-sensitive records
• Ensure urgent matters are brought to management attention quickly and accurately

 

Qualifications & Experience

• 1–2 years of administrative or office experience preferred
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Experience with QuickBooks required
• Familiarity with Google Sheets or similar organizational software preferred
• Comfortable learning and utilizing modern technology and AI tools to improve efficiency
• Strong multitasking, communication, and organizational skills
• Ability to work independently and maintain professionalism in a high-end client environment
• Strong attention to detail and ability to handle confidential information responsibly
• Passion for cars or prior automotive industry experience is a plus

 

Ideal Candidate

The ideal candidate is dependable, highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced luxury automotive environment. They communicate professionally, take initiative, and enjoy supporting both customers and internal operations while helping the business stay efficient and organized.

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