Administrative & DMV Services Coordinator

Reports to: Administrative & DMV Services Manager Supports: APAA Company About APAA & Join Our Team Alaska Premier Auctions & Appraisals (APAA) is a locally grown, Alaskan-owned small business committed to excellence in auction services. We connect people to meaningful items, antique treasures, historical artifacts, fine art, vehicles, equipment, firearms, jewelry, and everyday collectibles, and bring their stories to life through professionalism, accuracy, and care. We're proud to have been named one of the 2025 Best Workplaces in Alaska by the Alaska Journal of Commerce, based on anonymous third-party employee feedback conducted by Best Companies Group. This recognition reflects our team's commitment to integrity, collaboration, and a supportive workplace culture. At APAA, you'll join a detail-driven, service-oriented team that values accountability, organization, and teamwork. If you thrive in an administrative role that blends customer service, compliance, and operational support, we'd love to hear from you. What the Administrative & DMV Services Coordinator Does The Administrative & DMV Services Coordinator provides essential administrative, clerical, and DMV-related support to ensure smooth office operations and regulatory compliance. This role serves as a key point of contact for clients, staff, and vendors while maintaining accurate records, processing payments, and supporting auction and vehicle documentation.

Key Responsibilities Include: Collect payments for unpaid invoices, update invoice fees and statuses in auction management software, and assist with resolving past-due or incorrect invoices. Welcome and assist visitors, customers, and clients professionally and courteously, directing inquiries to appropriate staff as needed. Respond promptly to phone calls, messages, and general administrative inquiries. Notify clients of auction postings, inventory status updates, and assist with correcting discrepancies when identified. Assist with processing auction invoices into both paper and electronic accounting systems. Maintain and update accounts payable spreadsheets for each auction. File, copy, scan, and organize documents within the company's digital filing systems. Prepare, draft, and modify correspondence, reports, memos, and emails at the direction of the Administrative & DMV Services Manager. Prepare and process Alaska DMV paperwork, including vehicle titles, registrations, tags, and related legal documentation. Notarize auction-related and vehicle documentation as required. Maintain accurate, organized, and confidential records for future reference. Receive, route, and distribute mail and deliveries to the appropriate staff. Perform light housekeeping duties in reception and administrative areas to maintain a professional office environment. Work in a constant state of alertness while adhering to all safety and compliance standards. Perform other duties and special projects as assigned in support of APAA operations. Supervisory Role This position does not have direct supervisory responsibilities. The Impact You'll Make You ensure administrative accuracy and regulatory compliance across auctions and vehicle transactions. You create a welcoming and professional first impression for clients and visitors. Your organization and follow-through support smooth financial, auction, and DMV operations. You help connect internal departments through clear communication and reliable administrative support.

What Success Looks Like: Administrative records are accurate, organized, and audit-ready. Clients receive timely, professional communication and assistance. DMV documentation is processed correctly and in compliance with Alaska regulations. Office operations run smoothly, even during high-volume auction cycles. You remain proactive, dependable, and solution-focused in a fast-paced environment.

Knowledge, Skills & Abilities: Strong organizational skills with exceptional attention to detail and confidentiality. Professional verbal and written communication skills, including phone etiquette. Working knowledge of accounts payable, invoicing, and basic accounting practices. Proficiency in drafting clear, professional emails, memos, and correspondence. Strong computer skills with the ability to learn new systems and software quickly. Ability to prioritize tasks, manage time effectively, and meet deadlines. Dependable attendance and punctuality. Positive, supportive, and solution-oriented attitude.

Minimum Qualifications: High school diploma or GED required. Associate's degree in Accounting, Business Administration, or a related field preferred but not required. Prior accounts payable or general administrative experience preferred. Proficiency in Google Workspace applications. Valid Alaska driver's license. Ability to pass a background and reference check. Ability to obtain and maintain Notary Public status in the State of Alaska. Working Conditions & Schedule This position operates in a fast-paced office environment requiring regular attendance, adaptability, and focus across multiple overlapping tasks. Occasional overtime may be required based on operational needs.

Schedule: Monday – Friday, 9:00 a.m. to 6:00 p.m. (8-hour shift with 1-hour unpaid break)

Perks & Benefits: 401(k) with company matching Employer-funded short-term & long-term disability Employer-funded Life Insurance Employee Health Insurance Dental and Vision Paid time off and paid holidays Employee assistance program Employee discount. Professional development support Referral bonus program General Standards & Culture Maintain strict confidentiality of all client and company information. Return internal and external correspondence within one business day (or within two hours when possible). Use company technology responsibly to enhance efficiency and accuracy. Bring solutions, not just problems; proactive thinking is expected. Client experience is central; professionalism matters. Be a team player; occasional cross-department support may be needed. Share ideas and improvements; your input is valued.