Tire Administrative Assistant

Brice Equipment, LLCRegular

JOB SUMMARY:  

The Tire Administrative Assistant provides entry-level administrative and customer service support for the tire service center. This position assists customers, answers phones, helps gather information for quotes and service requests, enters information into the tire management system, supports invoicing and payment processing, and helps maintain organized records. The role also assists with basic inventory tracking and general office tasks under the direction of the supervisor or experienced team members. Success in this position requires a positive attitude, willingness to learn, attention to detail, dependable attendance, and the ability to provide helpful service in a busy shop and office environment.

ESSENTIAL FUNCTIONS:

• Answer incoming phone calls, take messages, and route calls to the appropriate team member.
• Greet customers in a professional and friendly manner and notify service staff when assistance is needed.
• Gather basic customer, vehicle, equipment, tire size, and service request information for quotes, work orders, and service appointments.
• Assist with preparing and updating customer quotes using information provided by supervisors, service technicians, or vendors.
• Enter customer, quote, work order, invoice, and inventory information into the tire management software system.
• Help schedule service appointments and service calls based on direction from the service team.
• Assist with preparing invoices and reviewing basic information for accuracy before submitting for approval or processing.
• Process credit card and other customer payments according to company procedures and with guidance as needed.
• Help monitor open quotes, work orders, invoices, and customer follow-ups and communicate status updates to the appropriate team member.
• Assist with basic tire inventory tasks, including checking stock availability, recording counts, receiving information, and reporting low inventory.
• Contact vendors or suppliers for basic pricing, availability, and delivery information as directed.
• Maintain organized electronic and hard copy records for quotes, invoices, receipts, purchase orders, customer accounts, and service documents.
• Learn and use the tire management software system for data entry, customer updates, inventory updates, and basic reporting.
• Assist with filing, scanning, copying, mail, office supply tracking, and other general administrative duties.
• Communicate customer questions, pricing concerns, service delays, or unusual issues to a supervisor or experienced team member.
• Follow company policies, safety expectations, and established procedures while performing assigned duties.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as directed.

SUPERVISORY RESPONSIBILITIES:

This job does not have any supervisory responsibilities.

KNOWLEDGE, SKILLS, & ABILITIES:

• Basic knowledge of administrative and accounting principles, practices, and procedures.
• Working knowledge of general office systems, processes, and administrative practices.
• Knowledge of proper methods for maintaining confidential and sensitive information.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Proficiency with collaborative communication and scheduling tools, such as Microsoft Teams, Zoom, or similar applications.
• Strong verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Strong organizational, time management, and prioritization skills.
• Accurate data entry skills with strong attention to detail.
• Basic mathematical skills for reviewing pricing, invoices, payments, and inventory information.
• Ability to learn and effectively use tire management software and other business systems.
• Ability to maintain accurate and organized electronic and hard-copy records.
• Ability to gather and communicate accurate customer, vehicle, equipment, and service information.
• Ability to maintain accurate records related to quotes, work orders, invoices, payments, and inventory.
• Ability to follow verbal and written instructions and established procedures.
• Ability to manage multiple tasks and changing priorities in a fast-paced environment.
• Ability to work independently with minimal supervision and escalate issues appropriately.
• Ability to work collaboratively and effectively with customers, employees, vendors, and business partners.
• Ability to adapt to changing priorities and learn new systems, processes, and procedures.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Ability to work effectively in a Native Corporation multi-business environment.
• Ability to maintain a professional and service-oriented demeanor.
• Ability to safely and efficiently operate a motor vehicle.

MINIMUM QUALIFICATIONS

• High School Diploma or equivalent required.
• Associate’s or Bachelor’s degree in Business Administration, Office Management, or related field preferred.
• One (1) year prior experience in administrative support or office coordination roles preferred.
• Valid state driver’s license and qualified to operate a vehicle under the conditions of the Company’s Driving Policy.
• Ability to pass drug, driving, and background screenings.

WORKING ENVIRONMENT:

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Brice Equipment has a fast-paced multi-tasking office environment requiring a high degree of efficient and effective performance.  Adaptability regarding schedule and task changes is necessary to accommodate changing priorities.

For the full job description including physical and environmental demands please reach out to [email protected]

PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.
 
REASONABLE ACCOMMODATION
It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.
 
The statements contained in this job description are intended to describe the general content and requirements for performance of this job.  It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.
 
This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.