Administrative Assistant

Alloy Wheel Repair Specialists is a national leader in wheel repair, offering safe, high-quality, and cost-effective services to customers across the U.S. Our Missouri location is seeking a dependable and detail-oriented Administrative Assistant to join our team. If you thrive in a fast-paced environment, have a strong grasp of office systems, and take pride in providing top-tier customer support, we’d love to hear from you. 

Key Responsibilities:

Daily Administrative & Customer Service Tasks:

• Answer multi-line phone system and respond to in-person and virtual customer inquiries.
   
• Manage Google Voice text communications with customers.
   
• Assist with shipping, receiving, and order fulfillment for office supplies.
   
• Support front office operations including dispatching and customer service.
   
• Update and monitor customer databases; ensure contact information is accurate and current.
   
• Track and respond to retail customer quotes and communications within 30 minutes of receipt.
   
• Coordinate and maintain social media content and online reputation tools (Yelp, Facebook, Reputation Sensei).
   
• Monitor GeoTab throughout the day to locate field units.
   

Accounting Responsibilities:

• Run and distribute daily reports:
   
  • Cash Receipts Reports
     
  • Checks Received Reports
     
  • Daily Credit Card Reports (send to [email protected])
     
• Submit verified vendor invoices to Accounts Payable ([email protected]).
   
• Review and approve invoices in Recon Pro (within 3 days of “New” status).
   
• Finalize and manage claims in Dash; ensure all required documentation is submitted.
   
• Communicate with drivers and MRF technicians to ensure proper invoicing and collect COD and past-due amounts.
   
• Collaborate with managers on Paylocity to resolve missed punches.
   

Month-End Responsibilities:

• Ensure all Recon Pro invoices are reviewed and approved before month-end close.
   
• Complete and process all credit card, cash receipt, and check reports within 3 hours of the published close time.
   
• Review and update records up to the published close time.
   

Routine Tasks:

• Call customers daily regarding non-repairable wheels and wheels on hold.
   
• Notify retail customers upon job completion and track wheel production status.
   
• Manage daily inventory check-out and coordinate weekly supply orders.
   

Special Projects:

• Support management with ad-hoc tasks as assigned.
   

Tools & Software Knowledge:

Web-Based Tools & Platforms:

• GoToMeeting (Jive calls)
• GeoTab
• Microsoft Teams
• Google Voice (via G Suite
• G Suite (Chrome browser required
• Streak (Chrome extension
• Eflect
• Paylocity
• Yelp, Facebook, Reputation Sensei
• Clover 
• IncentiveFox (Midwest & Vegas 
• NetSuite
  

REQUIRED EDUCATION, TRAVEL, EXPERIENCE

• High School Diploma required
• No experience necessary
• Valid driver’s license
• Good driving record

PREFERRED QUALIFICATIONS

• 1-3 years’ experience in auto painting