Automotive Dealership Office Clerk in Torrance, California at SOUTHBAY AUTOS LLC

Position Summary

We are seeking a dependable, organized, and customer-focused office clerk to support the daily administrative operations of our automotive dealership. This position plays an important role in keeping the office organized, assisting dealership staff, maintaining accurate records, and ensuring paperwork and administrative tasks are completed efficiently and accurately.

The ideal candidate is professional, detail-oriented, comfortable working in a fast-paced environment, and able to manage multiple priorities while providing excellent customer service.

Automotive dealership business office experience is required. Only candidates with relevant dealership business office experience will be considered.

Key Responsibilities

• Answer and direct incoming phone calls, emails, and general inquiries.
• Assist with dealership paperwork, filing, scanning, copying, and data entry.
• Maintain accurate customer, vehicle, and administrative records.
• Assist with processing vehicle sales, registrations, titles, and related documentation.
• Coordinate and organize documents for sales, finance, service, and management departments.
• Input incoming vehicles into the DMS system, prepare inventory jackets, and print labels for each jacket
• Enter and update vehicle inventory information in CDK.
• Input new vehicle NVDRs and submit vehicles for applicable factory incentives through the Factory Dealer Connect Portal; maintain the incentive schedule.
• Prepare receipts for finance customers
• Process and prepare daily Parts and Service deposits.
• Organize and verify sales deal jackets to ensure compliance with State and Federal regulations and identify any missing paperwork needed for processing
• Assist management and dealership staff with administrative projects and daily office needs.
• Maintain organized electronic and physical files while protecting confidential information.
• Provide general clerical support to various dealership departments.
• Perform other administrative duties as assigned.

Qualifications

• High school diploma or equivalent preferred.
• Previous automotive dealership experience is required.
• Experience with DMV trade-in paperwork, New/Used Report of Sales, REG 262 forms, and trade-in payoff forms
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Professional and friendly customer-service approach.
• Comfortable using computers, email, Microsoft Office, and other office software.
• Strong attention to detail and accuracy.
• Ability to handle confidential information professionally.
• Ability to multitask and prioritize in a busy dealership environment.
• Maintain excellent attendance and punctuality.

Required Skills

• Familiarity with vehicle sales, title, registration, or DMV-related paperwork.
• Experience with dealership management software.
• Familiar with the CDK DMS system and daily dealership operations.
• Basic knowledge of automotive terminology and dealership operations.
• Bilingual English/Spanish skills are a plus.