Office Manager/Administrative Assistant

Job Description

Job Description

Office Manager / Administrative Assistant

The Office Manager / Administrative Assistant serves as the operational backbone of Premier Auto Credit’s day-to-day administrative functions. This expanded-scope role supports executive leadership, maintains critical compliance and licensing records, coordinates reporting workflows with outside vendors, and ensures management teams have the information they need for informed decision-making.

Duties/Responsibilities:

Daily Operations & Administration

• Serve as the primary point of contact for internal staff, clients, and vendors.
• Manage correspondence, emails, incoming mail.
• Coordinate complex scheduling, meetings, and travel arrangements for executives and staff.
• Perform basic data entry and manage office databases or CRM platforms.
• Maintain accurate corporate documentation, filing systems, and databases.

Facilities & Supply Management

• Maintain optimal inventory levels for office supplies, stationery, and pantry items.
• Manage procurement for office equipment, furniture, and IT hardware as needed.

Financial & Vendor Management

• Monitor office administrative budgets and track expenditures.
• Process invoices, expense reports, and vendor payments relating to PAC.
• Negotiate contracts and pricing with suppliers and service providers relating to PAC Office.

Human Resources & Onboarding Support

• Assist HR by processing paperwork and coordinating onboarding of new hires.
• Maintain personnel records and assist with payroll preparation.
• Ensure the workplace adheres to local health, safety, and labor law compliance standards.
• Enforce company policies and handle internal code-of-conduct issues objectively.

Communication & Culture

• Act as an internal communications hub to ensure company-wide alignment and collaboration.
• Plan and coordinate team-building activities, holiday events, and employee appreciation programs.

Vendor Report Coordination (Expanded Duty)

• Assist various internal departments in obtaining, uploading, and distributing periodic reports to and from the companies outside vendors and service partners. Responsibilities include:
• Maintain a master schedule of all vendor-delivered reports (frequency, format, delivery method, and responsible department).
• Coordinate with vendors to retrieve reports on time; follow up on delays or discrepancies.
• Upload and organize received reports to appropriate internal systems, shared drives, or department portals.
• Ensure departments receive their required vendor data ahead of deadlines or reporting meetings.
• Flag and escalate missing, incomplete, or inaccurate reports to the appropriate department head.

Business Licensing Database & Compliance Filings (Expanded Duty)

• Maintain and continuously update the company’s business license database, ensuring all current licenses are active and all upcoming renewal and new-filing obligations are tracked and fulfilled on time. Responsibilities include:
• Maintain a comprehensive licensing database covering all active state, county, and municipal business licenses held by Premier Auto Credit.
• Track renewal dates and initiate the filing process in advance of each deadline to avoid lapses or late penalties.
• Prepare, submit, and document periodic license renewals and required regulatory filings with applicable agencies (e.g., CA DMV, DFPI, City of Glendale, and others).
• Research and support new license applications required for geographic expansion or new product offerings.
• Coordinate with legal counsel or compliance officers as needed for complex or multi-jurisdictional filings.
• Maintain organized records of all filed documents, confirmation numbers, and correspondence with licensing authorities.

Internal Report Tracking & Management Meeting Support (Expanded Duty)

• Manage the collection, organization, and timely delivery of periodic internal reports that are used in management and executive meetings. Responsibilities include:
• Maintain a report tracking log identifying every recurring internal report: owner, format, frequency, and submission deadline relative to each scheduled meeting.
• Proactively follow up with report owners (department heads and team leads) to ensure reports are submitted on time.
• Compile, format, and distribute meeting packets and report packages to attendees in advance of each management meeting.
• Archive past reports in an organized, accessible manner for historical reference and audit readiness.
• Identify and communicate to leadership when reports are late, incomplete, or require escalation.

Ideal Skills and Qualifications:

Experience

3+ years in office management, administrative assistance, or a similar operations-support role; auto finance or regulated industry experience preferred.

Organization

Outstanding time-management, multi-tasking, and deadline-tracking abilities; comfortable managing multiple concurrent workflows.

Communication

Clear, polite, and professional verbal and written communication skills; comfortable liaising with vendors, regulatory agencies, and executive leadership.

Tech Proficiency

Proficiency in Microsoft Office (Word, Excel, Outlook); experience with document management systems; comfort learning proprietary portals and databases.

Compliance Awareness

Familiarity with licensing processes, regulatory filings, or compliance tracking in a regulated industry is a significant plus.

Discretion

Ability to handle confidential corporate, client, and regulatory information with the utmost professionalism and discretion.

NOTE: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job. Premier Auto Credit reserves the right to modify and change responsibilities and duties herein without notice. Pay will be determined based on individual qualifications and experience.

EEO Disclaimer

Premier Auto Credit provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.