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Sales Operations & Administrative Coordinator

Dealership Sales Department | Career-Track Role

We are a rapidly growing automotive dealership with vehicle sales, a collision center, and a service center, and we are looking for a sharp, organized, detail-oriented person to join our team as a Sales Operations & Administrative Coordinator.

This is not a basic clerical position. This is a hands-on administrative and operations role working directly with ownership and management to support the sales department, keep deals moving, protect compliance, improve internal processes, and help the dealership continue scaling.

The right person will become a key part of the dealership’s daily operations, with exposure to sales, title work, DMV processing, lenders, customer documentation, service, collision, accounting support, and management reporting. For someone who wants to build a long-term career in dealership operations, this role offers a strong opportunity to learn the business directly from ownership and grow with the company.

Position Summary

The Sales Operations & Administrative Coordinator will directly support the administrative needs of the sales department and management team. This person will help process and organize vehicle sales paperwork, audit deal jackets, assist with title and DMV work, communicate with lenders and customers, maintain accurate records, and support cross-department coordination between sales, service, and collision operations.

This role is ideal for someone with dealership experience, title clerk experience, strong follow-through, and the desire to take on more responsibility as the business grows.

Key Responsibilities

• Support ownership, management, and the sales department with daily administrative and operational tasks.

• Process, organize, scan, file, and maintain sales documents, customer paperwork, receipts, and internal records.

• Review and audit deal jackets to ensure files are complete, accurate, signed properly, and ready for funding, title processing, accounting, and management review.

• Assist with title processing, registration paperwork, DMV submissions, lienholder information, and follow-up on outstanding title or registration issues.

• Maintain working knowledge of DMV and title requirements, including out-of-state paperwork when applicable.

• Communicate professionally with DMV offices, lenders, finance companies, customers, vendors, and internal team members to resolve missing documents or paperwork issues.

• Support lender communication and funding follow-up, including gathering required documents, correcting missing items, and helping deals move through the process efficiently.

• Assist the sales team with customer follow-up, document collection, support documents, reconciliations, and administrative needs related to completed or pending sales.

• Help coordinate handoffs between the sales department, service center, and collision center when vehicles require inspection, repair, recon, delivery preparation, or customer follow-up.

• Assist with payroll capture, reporting, and other internal administrative reporting as assigned.

• Serve as a professional front-office contact when needed, including greeting customers, answering phones, directing calls, and supporting the customer experience.

• Maintain organized filing systems for receipts, sales documents, customer records, DMV paperwork, and dealership files.

• Complete special projects and general administrative tasks assigned by ownership or the General Manager.

• Protect confidential customer, employee, lender, and dealership information.

• Look for ways to improve processes, reduce paperwork delays, and help the dealership operate more efficiently.

What Success Looks Like

• Deals are organized, accurate, and easy for management to review.

• Deal jackets are complete, clean, and ready for funding, accounting, and title processing.

• DMV, title, and lender issues are followed up on before they become problems.

• The sales team has reliable administrative support and can stay focused on selling vehicles.

• Ownership and management have a dependable person who can handle details without constant supervision.

• Sales, service, and collision center communication is smoother and better organized.

• The person in this role continues gaining dealership knowledge and grows into a larger operational role over time.

Growth Opportunity

This position is designed for someone who wants to grow with the company. As the dealership continues expanding, this role can develop into a broader position in sales operations, title and compliance administration, office management, accounting support, finance administration, or dealership operations leadership.

The person hired will have direct access to ownership and management, making this a strong opportunity to learn how a growing dealership operates from the inside.

Required Qualifications

• Prior administrative experience in an automotive dealership, vehicle sales office, title office, DMV-related role, or similar business environment.

• Strong attention to detail and ability to catch missing, incorrect, or incomplete paperwork.

• Ability to stay organized while managing multiple files, tasks, and deadlines.

• Professional communication skills with customers, lenders, DMV offices, sales staff, managers, and vendors.

• Comfortable with document processing, scanning, filing, data entry, email, and office systems.

• Ability to follow direction, take initiative, and handle sensitive information responsibly.

• Reliable, punctual, and able to work in a fast-moving dealership environment.

Preferred Qualifications

• Title clerk experience.

• Experience with deal jackets and vehicle sales paperwork.

• Experience communicating with DMV offices, lenders, or finance companies.

• Familiarity with out-of-state title and registration requirements.

• Experience in a dealership with sales, service, collision, finance, or accounting operations.

• Prior receptionist, office assistant, cashier, or customer-facing dealership experience.

Key Skills

Title processing
DMV communication
Lender communication
Deal jacket auditing
Sales administration
Customer follow-up
Document processing
Receipt filing
Payroll reporting support
Office organization
Cross-department coordination
Confidentiality
Follow-through
Professional communication
Problem solving

Compensation

$20.00–$23.00 per hour, depending on experience, knowledge and eduction. 

Why Join Us

This is an opportunity to join a growing dealership at an important stage. We are building a stronger administrative foundation to support our vehicle sales department while continuing to grow our collision and service operations. The person in this role will work directly with ownership, learn multiple sides of the automotive business, and have the chance to become a trusted part of the company’s long-term growth.

East Side Rides is a family-owned and Service-Disabled owned company located in Courtland, VA specializing in used vehicle sales, collision and service. East Side Rides is your one-stop-shop for all your automotive needs. East Side Rides have been in business for 13+ years. Visit our website at www.eastsiderides.com.