Administrative Coordinator, New Trailers USA
Velocity Vehicle Group, Fontana, CA, United States
Administrative Coordinator
Velocity Vehicle Group (VVG) is a premium commercial brand medium to heavy truck and semi-trailer dealership that offers the full-service experience for our customers, from an outstanding sales organization to highly skilled technicians to service your vehicle, and on demand parts. Our goal is to be your one stop shop experts for all truckers, owner operators, fleets and companies. This coupled with our Leasing and Rental business and our Financial services business make VVG the leading Truck dealership.
VVG is a fast paced and growing organization that is looking for candidates that are ready for a daily challenge and cannot wait to provide superior customer service both internally and externally. VVG offers fantastic Culture as well as competitive pay, 401K W/Match, Medical, Dental, & Vision benefits. Become a part of our team and immerse yourself in a company that fosters a Great Place to Work culture!
Administrative Coordinator oversees the administrative functions of our trailer sales business, specializing in refrigerated trailers (reefers) and dry vans. This role plays a critical part in ensuring efficient sales support and full compliance from purchase through delivery. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple moving parts in a fast-paced, asset-driven environment. The selected candidate will also be required to become a notary, and Velocity Vehicle Group will assist with the process after hire.
Responsibilities:
Create and maintain e-files for all trailer sales
Support the sales team with dealer invoices, and customer sales documentation for various locations
Handle titles, VINs, MSOs, and registration documentation
Monitor and maintain VINs, specifications, pricing, condition reports, and unit availability
Ensure all reefer units are properly registered with Thermo King or Carrier prior to sale
Run weekly reports on holds and quotes for internal sales and operations meetings
Responsible to ensure deal is correct in Arcadium before processing, sales tax & FET correct
Input information in DMV system to generate temp registration and temp license plates
Collect resale and FET certificates if required
Review/prepare doc package for funding of contracts, when applicable
Process flooring transfers dealer trades
Prepare check requests for floorplan payoffs
Prepare check requests for customer refunds, if applicable
Prepare check requests for DMV and process refunds if necessary
Process check requests and wire transfers for trailer purchases
Additional tasks as necessary
DTF Floorline Audits
Process new trailer AP invoices in system (On Phase)
Issue department purchase orders for various costs associated with trailer sales transactions
Manage and reconcile vehicle clearing accounts for assigned branches
Additional tasks and projects as requested
Qualifications & Experience:
High school diploma or equivalent required; Associate's degree in Business Administration or related field preferred.
2+ years of administrative or office coordination experience preferred, ideally within transportation, manufacturing, dealership, or equipment industries.
Strong organizational and multitasking abilities.
Proficiency in Microsoft Office (Excel, Word, Outlook).
Experience with ERP, inventory management, or dealership management systems is a plus.
Excellent communication and customer service skills.
Strong attention to detail and documentation accuracy.
Experience in the trailer, transportation equipment, logistics, or dealership industry is preferred.
Familiarity with vehicle title processing, registration, or dealership paperwork is a plus.
Experience coordinating sales orders, service work orders, or equipment inventory.
Compensation:
Hourly $30-$35/hr. (depending on experience and qualifications)
Full-time position
Benefits Velocity Vehicle Group Offers:
Fantastic Culture
401k + match
Health, Dental & Vision Insurance + HSA & FSA
Employer paid Life Insurance
Paid Vacation Days
Sick Leave
Company perks such as employee discounts, company events and training programs
Excellent Training and Career Advancement Opportunities
Physical Requirements:
Must be able to pass post offer drug test, physical, and background check
Velocity Vehicle Group is an equal opportunity employer. Velocity Vehicle Group prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.
Velocity Vehicle Group (VVG) is a premium commercial brand medium to heavy truck and semi-trailer dealership that offers the full-service experience for our customers, from an outstanding sales organization to highly skilled technicians to service your vehicle, and on demand parts. Our goal is to be your one stop shop experts for all truckers, owner operators, fleets and companies. This coupled with our Leasing and Rental business and our Financial services business make VVG the leading Truck dealership.
VVG is a fast paced and growing organization that is looking for candidates that are ready for a daily challenge and cannot wait to provide superior customer service both internally and externally. VVG offers fantastic Culture as well as competitive pay, 401K W/Match, Medical, Dental, & Vision benefits. Become a part of our team and immerse yourself in a company that fosters a Great Place to Work culture!
Administrative Coordinator oversees the administrative functions of our trailer sales business, specializing in refrigerated trailers (reefers) and dry vans. This role plays a critical part in ensuring efficient sales support and full compliance from purchase through delivery. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple moving parts in a fast-paced, asset-driven environment. The selected candidate will also be required to become a notary, and Velocity Vehicle Group will assist with the process after hire.
Responsibilities:
Create and maintain e-files for all trailer sales
Support the sales team with dealer invoices, and customer sales documentation for various locations
Handle titles, VINs, MSOs, and registration documentation
Monitor and maintain VINs, specifications, pricing, condition reports, and unit availability
Ensure all reefer units are properly registered with Thermo King or Carrier prior to sale
Run weekly reports on holds and quotes for internal sales and operations meetings
Responsible to ensure deal is correct in Arcadium before processing, sales tax & FET correct
Input information in DMV system to generate temp registration and temp license plates
Collect resale and FET certificates if required
Review/prepare doc package for funding of contracts, when applicable
Process flooring transfers dealer trades
Prepare check requests for floorplan payoffs
Prepare check requests for customer refunds, if applicable
Prepare check requests for DMV and process refunds if necessary
Process check requests and wire transfers for trailer purchases
Additional tasks as necessary
DTF Floorline Audits
Process new trailer AP invoices in system (On Phase)
Issue department purchase orders for various costs associated with trailer sales transactions
Manage and reconcile vehicle clearing accounts for assigned branches
Additional tasks and projects as requested
Qualifications & Experience:
High school diploma or equivalent required; Associate's degree in Business Administration or related field preferred.
2+ years of administrative or office coordination experience preferred, ideally within transportation, manufacturing, dealership, or equipment industries.
Strong organizational and multitasking abilities.
Proficiency in Microsoft Office (Excel, Word, Outlook).
Experience with ERP, inventory management, or dealership management systems is a plus.
Excellent communication and customer service skills.
Strong attention to detail and documentation accuracy.
Experience in the trailer, transportation equipment, logistics, or dealership industry is preferred.
Familiarity with vehicle title processing, registration, or dealership paperwork is a plus.
Experience coordinating sales orders, service work orders, or equipment inventory.
Compensation:
Hourly $30-$35/hr. (depending on experience and qualifications)
Full-time position
Benefits Velocity Vehicle Group Offers:
Fantastic Culture
401k + match
Health, Dental & Vision Insurance + HSA & FSA
Employer paid Life Insurance
Paid Vacation Days
Sick Leave
Company perks such as employee discounts, company events and training programs
Excellent Training and Career Advancement Opportunities
Physical Requirements:
Must be able to pass post offer drug test, physical, and background check
Velocity Vehicle Group is an equal opportunity employer. Velocity Vehicle Group prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.