Dealership Administrative Assistant
12 days ago
Elgin
Job Description Company Overview Join a fast-paced, growth-focused automotive group in Elgin, IL that operates two connected businesses: SBA International Group (vehicle reconditioning) and Absolute Rent-A-Car (lease-to-own vehicle program). ⚠️ This is not a generic office role. Only candidates with hands-on automotive or dealership experience will be considered. If you do not have direct mechanical, service, or parts-related knowledge, please do not apply. This position is ideal for individuals with prior experience as a service advisor, parts associate, buyer/salesperson, or technician who understand vehicle components, service workflows, and dealership operations. On-the-job training will be provided for TechMetric, CCC ONE, and DCS software. Position Summary As the Dealership Administrative Assistant, you’ll play a critical role in bridging operations between our service teams, accounting department, and customer experience group. Your daily work will touch nearly every vehicle that passes through our operation, tracking repairs, recon costs, vendor charges, and documentation. Because of the technical nature of this role, you must have prior mechanical automotive experience, whether from working in a shop, dealership, automotive parts counter, or purchasing role. You’ll need to understand how vehicles function, how to read estimates or invoices, and how to interpret repair recommendations or parts breakdowns. You will report directly to the Owner and will be fully integrated into the day-to-day activities of both businesses. Key Responsibilities Service & Mechanical Oversight * Interpret and verify parts and labor charges from repair orders and vendor invoices * Cross-check vehicle estimates and identify discrepancies * Evaluate mechanical reports and flag inconsistencies in diagnostics, parts usage, or labor hours * Communicate clearly with techs, vendors, and suppliers using correct automotive terminology Vendor & Finance Support * Confirm vendor charges against purchase orders and contracts * Cross-reference orders from TechMetric/CCC with invoices * Coordinate with accounting for timely, accurate payments Estimating & Parts Management * Create or edit estimates in TechMetric and CCC (training provided) * Track parts orders, manage returns, and log technician labor hours * Maintain records of pending and completed mechanical/body work Inventory & Sales Tracking (DCS) * Enter all parts, labor, and recon costs into DCS (Dealer Control System) * Update vehicle profiles with accurate recon history * Record internal “sales” between SBA and Absolute for cost tracking Document Management * Scan, file, and maintain invoices, titles, ROs, and receipts * Track warranty returns and parts credits Customer Service & Scheduling * Answer calls and walk-in inquiries as the first point of contact * Schedule vehicle pickups, service appointments, and vendor check-ins * Triage escalated customer issues to the Lease Account & Operations Specialist or Owner CRM & Dealer Platform Support * Maintain accurate customer and vehicle records * Log appointment outcomes, follow-ups, and status updates * Assist with reminders, outreach workflows, and lead tagging What We’re Looking For * ✅ Prior automotive or dealership experience in one of the following roles: Service Advisor/Writer, Parts Counter Specialist, Vehicle Buyer/Wholesaler, Dealership Sales with technical knowledge, or Technician/Support role * ✅ Strong understanding of vehicle parts, service workflows, and repair documentation * ✅ Detail-oriented and organized under pressure, with confident communication skills * ✅ Proficient in Microsoft Excel and Word (must-have) * ✅ Familiarity with dealership platforms such as TechMetric, CCC ONE, or DMS/DCS is a plus, but not required — training will be provided * ✅ Positive, energetic, and solutions-oriented with the ability to adapt in a fast-paced dealership environment What We Provide * $25–$35/hour based on experience * Full-time, on-site role in Elgin, IL * On-the-job training for all platforms * Direct mentorship from the Owner * Paid time off and long-term career growth opportunities * A high-performance, family-oriented team environment Apply Today! If you have a passion for vehicles and want to be part of a dynamic, operationally complex automotive team, we’d love to hear from you. Submit your resume and tell us how your mechanical experience makes you the right fit for this role. Company DescriptionAbsolute Rent-A-Car is a family-owned automotive business based in Elgin, IL, specializing in lease-to-own and rent-to-own vehicle programs. Since 2006, we’ve built a reputation for trust, reliability, and customer-focused service. We also operate SBA International Group, our in-house vehicle reconditioning and service division, which ensures the quality and safety of every vehicle we provide. Together, we offer employees a stable, family-oriented workplace with mentorship, training, and real opportunities to grow a long-term career in the automotive industry. We specialize in helping people with challenged credit. Throughout the years, we have helped over a thousand customers establish or re-establish new credit . In 2006, we developed an auto leasing program called “Cars Rent 2 Own”. Our leasing program is very unique because there is NO CREDIT CHECK for approval. Your credit history doesn’t matter. We approve good, bad, and ugly credit. As long as you meet our easy requirements, you’re approved. Please see our Rent 2 Own requirements page for more details. Absolute Rent A Car’s Rent To Own Program is designed for consumers who may have bad credit history, or who aren’t interested in being buried by high-interest debt. The Program gives you additional flexibility because at any time, you can “trade up,” “trade down,” or even return the vehicle without defaulting on a hefty loan. It is designed to be a fun and easy path to car ownership!Absolute Rent-A-Car is a family-owned automotive business based in Elgin, IL, specializing in lease-to-own and rent-to-own vehicle programs. Since 2006, we’ve built a reputation for trust, reliability, and customer-focused service. We also operate SBA International Group, our in-house vehicle reconditioning and service division, which ensures the quality and safety of every vehicle we provide. Together, we offer employees a stable, family-oriented workplace with mentorship, training, and real opportunities to grow a long-term career in the automotive industry.\r\n\r\nWe specialize in helping people with challenged credit. Throughout the years, we have helped over a thousand customers establish or re-establish new credit . In 2006, we developed an auto leasing program called “Cars Rent 2 Own”. Our leasing program is very unique because there is NO CREDIT CHECK for approval. Your credit history doesn’t matter. We approve good, bad, and ugly credit. As long as you meet our easy requirements, you’re approved. Please see our Rent 2 Own requirements page for more details. Absolute Rent A Car’s Rent To Own Program is designed for consumers who may have bad credit history, or who aren’t interested in being buried by high-interest debt. The Program gives you additional flexibility because at any time, you can “trade up,” “trade down,” or even return the vehicle without defaulting on a hefty loan. It is designed to be a fun and easy path to car ownership!