Administrative Assistant

$23 to $25 USD / hour

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Job details

Create, organize, and maintain detailed auction lot catalogs for trucks, trailers, heavy equipment, vehicles, and industrial assets.
Compile inventory information, including lot numbers, descriptions, VINs, serial numbers, equipment specifications, hours, mileage, and other relevant details.
Prepare and format catalog data for upload to online auction platforms.
Review catalog information for accuracy, completeness, consistency, and proper formatting.
Identify missing information, duplicate entries, and discrepancies before catalog publication.
Update and maintain catalogs as inventory changes.
Coordinate with operations staff and other team members to obtain accurate asset information.

Manage large spreadsheets and inventory databases using advanced Excel functions.
Utilize PivotTables, XLOOKUP/VLOOKUP, INDEX/MATCH, conditional formatting, data validation, and other formulas.
Consolidate information from multiple spreadsheets, reports, and data sources.
Clean, organize, standardize, and reconcile inventory data.
Create and maintain spreadsheet templates to improve efficiency and consistency.
Prepare CSV files and structured data for bulk uploads and system imports.

Provide day-to-day administrative support to the auction operations team and management.
Answer multi-line phones, screen and direct calls.
Manage data entry, document preparation, filing, scanning, and digital recordkeeping.
Prepare, update, and maintain reports, spreadsheets, forms, and internal documents.
Monitor emails, respond to routine inquiries, and direct requests to the appropriate team members.
Organize auction-related paperwork, inventory documents, and other operational records.
Assist with processing invoices, purchase orders, vendor documentation, and other administrative paperwork as assigned.
Perform other administrative and operational duties as needed.Compensation / Pay Rate (Up to): $23.00 - $25.00 Per Hour