Company Overview: John Deere Construction Equipment Dealership with multiple locations serving Southern California, Nevada, and Idaho, Coastline Equipment is a trusted provider of high-quality construction machinery solutions. With a dedication to customer satisfaction and operational excellence, Coastline Equipment offers top-of-the-line John Deere products and expert service across multiple industries. At Coastline, we are committed to fostering a work environment that values integrity, teamwork, and exceptional customer support.

Position Overview: The Administrative Assistant will play an essential role in supporting our Service & Sales Managers at our Santa Maria, California location. This position is responsible for managing a range of administrative duties to ensure the smooth operation of our sales and service departments. The Administrative Assistant is a critical team member who contributes to accurate record-keeping, timely reporting, and a well-organized, client-focused environment. With strong organizational skills and attention to detail, this individual will help maintain the high standards and efficiency Coastline Equipment clients expect.

Key Responsibilities:

• Support for Managers: Provide administrative support to Service & Sales Managers, ensuring seamless day-to-day operations.
• Sales Reporting: Administer and submit accurate sales reports in a timely manner.
• Customer List Management: Update and maintain assigned customer lists, providing critical support for client engagement.
• Lost Sales Report: Process and review lost sales reports to ensure accuracy and alignment with department goals.
• Policy Knowledge: Demonstrate comprehensive knowledge of department policies and procedures, applying them consistently.
• Deal Documentation: Collect details of deals promptly and provide updates as required.
• Commission Processing: Process and submit commission reports for payment accurately and on schedule.
• Monthly Support: Assist in conducting monthly one-on-one meetings with sales personnel.
• Sales Materials Preparation: Prepare Sold/Hold/Demo notices, Warranty letters, and other necessary documentation.
• Used Equipment Support: Process requests for Used Equipment and prepare corresponding advertisements.
• CRM Proficiency: Develop expert knowledge in Handle CRM tool to streamline customer and sales data management.
• Preventative Maintenance Quotes: Prepare Preventative Maintenance agreement quotes for client consideration.
• Market Analysis: Provide monthly market share analysis and maintain current industry memberships.
• Pricing Support: Prepare package pricing on whole goods and assist with Branch Inventory control.
• Interdepartmental Coordination: Collaborate with multiple departments, assisting with various tasks as needed.
• Inventory and Shipping Support: Prepare shippers for inventory delivery, pick-up, and transfers; assist with sales of attachments for key rental accounts.

Note: This job description is not exhaustive. Management reserves the right to assign additional duties as necessary.

Required Qualifications:

• Clerical Experience: Prior experience in clerical or administrative roles.
• Education: High School Diploma or equivalent.
• Communication Skills: Strong verbal and written communication skills.
• Organizational Abilities: Ability to meet multiple deadlines under pressure while maintaining organization.
• Teamwork: Demonstrates cooperative behavior and works well with Sales, Service, and Rental Departments.
• Technical Skills: Proficient computer and software skills, including experience with office equipment.
• Physical Requirements: Ability to conduct phone conversations effectively (normal speaking and hearing).

Relationships and Roles:

• Uphold and promote company Core Values, setting an example through personal character, organization, and dedication to safety.
• Maintain a professional appearance and attitude, interacting cooperatively with all clients, colleagues, and managers.

Other Requirements:

• Must pass a pre-employment drug test.
• Must be authorized to work in the United States.

Compensation & Benefits:

• Hourly Range: $21 - $23 per hour (actual pay will be based on skills, experience, and qualifications).
• Benefits Package: Includes health, dental, and vision insurance, paid time off, and paid holidays.

Equal Employment Opportunity (EEO): Coastline Equipment provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, or marital status. Coastline Equipment complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.