Dealership Operations Coordinator

Dealership Virtual Assistant / Remote Operations Assistant

Subject Requirement: Please include the word “Special” in your subject line when applying. Applications without this will be ignored.

We are looking for a reliable, detail-oriented Virtual Assistant to help with daily operations for an online vehicle dealership. This role requires strong communication, fast response time, accurate record keeping, and the ability to follow checklists without constant reminders.

This is not just a basic admin role. You will be helping manage calls, emails, auction purchases, member records, vehicle inventory, documents, customer/member communication, and dealership records.

Important Requirement:

You must have a Mac computer. This is required because our company folder system, file organization process, and workflow are built around Mac. Please do not apply if you do not have access to a reliable Mac computer.

Main Responsibilities:

* Answer calls and messages through Dialpad
* Check and respond to emails quickly, preferably within 5 to 10 minutes during work hours
* Document all calls, emails, and conversations in HubSpot
* Communicate with auction platforms to confirm who purchased vehicles and when
* Contact members immediately when auction purchases are made
* Track purchases through systems such as Edge Pipeline and confirm the buying member
* Make sure members notify us when a car is purchased and pay the required per-car fee right away
* Notify members if failure to pay or report purchases may put them at risk of suspension
* Keep current member list updated
* Make sure past members sign revocations before receiving security deposit refunds
* Reach out to members to collect missing records and make sure files are complete
* Complete member onboarding checklists
* Fill out auction and dealership forms using PDF tools
* Create FedEx shipping labels for documents
* Manage current inventory and update past/sold inventory when needed
* Keep records of purchased and sold inventory in spreadsheets
* Search for vehicles for customers when assigned
* Organize, rename, and file documents in Dropbox and company folders
* Review work carefully for errors before submitting
* Bid on vehicles at auction on behalf of customers when instructed
* Communicate clearly and professionally with members, customers, auctions, and tea ---------- mbers

Required Skills and Equipment:

* Mac computer required
* Strong written English
* Clear spoken English so members can understand you on calls
* Reliable internet connection
* Backup internet connection required
* Ability to connect to VPN
* Strong attention to detail
* Fast response time during working hours
* Comfortable using HubSpot or willing to learn quickly
* Comfortable using Dialpad or similar phone systems
* Comfortable working with spreadsheets
* Comfortable organizing files and renaming documents
* Able to follow checklists and SOPs
* Able to work independently without constant reminders

Preferred Experience:

* HubSpot CRM
* Dialpad or similar phone system
* Adobe Acrobat / PDF editing
* Excel or Google Sheets
* Dropbox or Google Drive file organization
* Mac folder organization
* Auction, automotive, dealership, dispatch, logistics, sales support, or customer service experience

Schedule:

We are looking for coverage during the following shifts:

Weekdays:

* 8:00 AM to 8:00 PM EST

Weekends:

* 9:00 AM to 7:00 PM EST

Weekend availability is preferred. Please include your preferred shift and preferred off days when applying.

Pay:

Starting pay is $3.50 USD per hour during the paid trial/probation period.

Pay is every two weeks.

After 60 days, strong candidates may be eligible for a monthly salary between $600 and $700 USD per month, depending on schedule, performance, reliability, accuracy, and ability to work without constant reminders.

Performance bonuses may be available for excellent attendance, clean HubSpot records, fast response time, accurate work, and consistent task completion.

Important Work Rules:

* Reliable internet is required.
* Backup internet is required.
* Repeated internet issues without a backup plan may lead to termination.
* You must be able to connect to VPN.
* You must be available and responsive during your scheduled hours.
* Hubstaff or time tracking may be required during paid work hours.
* Manual time is not allowed unless approved in advance.
* All calls, emails, messages, and updates must be documented properly.
* All work must be saved and organized correctly in HubSpot, spreadsheets, Dropbox, and company folders.
* Accuracy is very important. Speed matters, but errors must be avoided.
* Missed shifts, repeated errors, poor communication, or failure to follow instructions may lead to reduced hours or termination.

Trial Period:

This role will start with a paid trial/probation period. During this time, we will review attendance, communication, response time, accuracy, HubSpot updates, task completion, file organization, and ability to follow instructions.

To Apply:

Please include the word “Special” in your subject line.

Also answer the following questions:

1. What shift are you applying for?
2. What days are you available?
3. What are your preferred off days?
4. Do you have a Mac computer?
5. What model/year is your Mac?
6. Do you have backup internet?
7. Have you used HubSpot, Dialpad, Adobe Acrobat, Excel, Dropbox, Google Drive, or VPN before?
8. Do you have experience with customer service, sales support, logistics, auctions, or dealership work?
9. Are you comfortable making calls to customers, members, and auction companies?
10. Are you comfortable with Hubstaff or time tracking during paid work hours?
11. What is your expected hourly rate?
12. Please describe a past role where you had to manage records, calls, emails, and follow-ups.
13. Please send a short voice recording introducing yourself and explaining your past experience.