Office Assistant (Automotive)

We are seeking a reliable, organized, and detail-oriented Office Assistant to support the day-to-day administrative operations of a busy automotive service business.

This is a full-time, 3-month maternity contract starting July 10 working 9am-5pm EST. Ideal for someone who can step in quickly, stay organized, and provide consistent administrative support during the coverage period.

Key Responsibilities
Answer and manage inbound customer calls and emails
Assist with appointment scheduling and calendar coordination
Create, update, and manage work orders
Prepare invoices, estimates, payments, and deposits in QuickBooks
Help match deposits and maintain accurate records
Source and compare pricing for automotive parts
Follow up with suppliers and vendors on quotes, parts, and order status
Maintain internal task lists, trackers, and basic documentation
Provide general administrative support to the Apex Auto team

Required Skills
Hands-on QuickBooks experience is required
Strong English communication skills, especially by phone and email
Comfortable speaking with customers professionally
Strong attention to detail and accuracy
Organized and able to manage multiple tasks at once
Resourceful when researching parts, pricing, or vendor options
Able to work independently in a remote environment
Reliable internet connection and availability during EST hours
Available to start on July 10 and commit to the full 3-month contract

Nice to Have
Experience working with an automotive shop, dealership, repair business, or service-based company
Experience with scheduling tools, shop management systems, CRMs, or work order systems
Previous experience handling customer service, invoicing, or admin support

Ideal Candidate
The ideal candidate is dependable, organized, and proactive. They can step into a full-time short-term contract, learn quickly, communicate clearly, and help keep the office organized while the tea ---------- mber is away on maternity leave.

They should be comfortable managing daily administrative tasks, following up with customers and vendors, working independently, and keeping the team updated without constant supervision.

How to Apply

Please send your resume and a short introduction explaining your experience with:

QuickBooks
Customer service or phone support
Administrative support
Any automotive, parts sourcing, or vendor follow-up experience

Subject Line: Office Assistant — Automotive — [Your Name]