Administrative Coordinator, New Trailers USA

Velocity Vehicle Group•Fontana, CA

2d•$30 - $35

About The Position

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.

Requirements

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).
Excellent communication and customer service skills.
Strong attention to detail and documentation accuracy.

Nice To Haves

Experience with ERP, inventory management, or dealership management systems is a plus.
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.

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