Virtual Administrative Assistant

Administrative Assistant – Remote | Part-Time

Company: Japan Car Store
Position: Virtual Administrative Assistant
Hours: Approximately 20 hours per week
Pay: $4–$6 USD per hour, depending on experience
Schedule: Monday–Friday

About Us

Japan Car Store is a used-car dealership specializing in affordable Honda and Toyota vehicles. We are looking for a dependable, organized, and detail-oriented Virtual Administrative Assistant to help with our day-to-day office and dealership operations.

This is primarily an administrative and customer-care position, not a sales position.

We are looking for someone who takes ownership of their work, follows instructions carefully, notices when information is missing, communicates professionally with customers, and helps keep the business organized.

Responsibilities

Your responsibilities may include:

• Data entry and spreadsheet management
• Organizing customer and vehicle records
• Maintaining digital vehicle and deal folders
• Entering and updating inventory information
• Checking paperwork for missing information or documents
• Organizing receipts, invoices, and vehicle expenses
• Email management and routine correspondence
• Calendar and appointment management
• Creating and updating basic documents and forms
• Following up on missing paperwork
• Maintaining Google Drive files and folders
• Contacting customers after their purchase to make sure they are satisfied
• Asking customers for feedback about their experience
• Sending customers our Google review link and politely requesting a review
• Following up with customers who have not yet left a review
• Keeping an organized record of customer feedback and review requests
• Alerting management to customer concerns that need personal attention
• Assisting with other administrative tasks as needed

As you become familiar with our business, additional dealership-related administrative responsibilities may be added.

What We’re Looking For

The ideal candidate is:

• Extremely organized
• Detail-oriented and accurate
• Dependable and consistent
• Friendly and professional when communicating with customers
• Comfortable communicating by phone, text, and email
• Comfortable working independently
• Good at following written instructions
• Able to identify problems instead of simply ignoring them
• Comfortable asking questions when something is unclear
• Professional in written and spoken English
• Experienced with Google Sheets and/or Microsoft Excel
• Experienced with Google Drive, Gmail, and general computer tasks
• Comfortable learning new systems and procedures

Automotive/dealership experience is NOT required. We are willing to train the right person.

What Matters Most to Us

We care more about accuracy, reliability, organization, initiative, and customer service than having a long résumé.

We want someone who eventually learns our processes well enough to notice things like:

“This customer file is missing a document.”

“This vehicle hasn’t been entered yet.”

“This customer hasn’t received their follow-up or review request.”

“This customer mentioned a concern that management should know about.”

“This task hasn’t been completed yet, so I’m going to follow up on it.”

We want someone who helps keep things from falling through the cracks while making sure our customers continue to receive great service after the sale.

How to Apply

Please send:

1. A short introduction about yourself.
2. Your previous administrative or virtual-assistant experience.
3. Any customer service or customer follow-up experience.
4. Your experience with Google Sheets or Microsoft Excel.
5. Your current availability.
6. Your desired hourly rate.
7. A brief answer to this question:

You call a customer for feedback after their purchase and they tell you they are unhappy with something. What would you do next?

Please include the words “Toyota Corolla” somewhere in your application so we know you read the entire job description.

Selected applicants will be asked to complete a short 30-minute administrative skills assessment before an interview.

We are looking for someone interested in developing a long-term working relationship with Japan Car Store.