Administrative Specialist

ITG is a customer-centric SAAS provider dedicated to providing exceptional service and support to our clients. As a privately-owned, entrepreneurial tech and services organization, we have built a strong reputation for high performance and consistent growth. Our culture is positive, collaborative, and dynamic, driven by a passion for excellence.

Our hiring division for this role takes pride in maintaining the highest standards of vehicle and logistics management, ensuring optimal performance, efficiency, and compliance across all operations.

We are excited to offer an opportunity for a hardworking, detail-oriented Administrative Specialist with a passion for the automotive industry to join our fast-paced, growing team. In this role, you will play a critical part in supporting the smooth and efficient operation of our organization by coordinating diverse administrative tasks, streamlining workflows, and serving as a key point of contact for internal and external stakeholders.

The ideal candidate will be responsible for a structured but dynamic range of administrative tasks, including but not limited to the responsibilities below:

• Process vehicle orders promptly and ensure all systems are accurately updated.
• Monitor order status, confirm delivery timelines, and proactively liaise with third parties to address any issues or delays.

• Conduct scheduled audits and reporting to verify physical plate inventory against system records.
• Support the operations team with client event logistics, including plate shipments and other operational needs.
• Manage biennial plate registration renewals and audits.
• Manage toll tags for specific plate types by assigning, unassigning, and conducting quarterly toll tag account audits.

• Coordinate vehicle registration renewals, and vehicle maintenance schedules.
• Shipping registration documents while maintaining a contact database of partner locations.

• Prepare and analyze fuel usage reports.
• Reconcile fuel expenditures and resolve discrepancies in a timely manner.

• Facilitate the annual update of vehicle insurance documentation by managing various contact databases and methods for sharing updated documents.
• Keep precise insurance records to ensure compliance expectations are met.

• Maintain both physical and digital copies of vehicle titles.
• Manage shipping and receipt confirmations of titles.
• Conduct quarterly audits of all stored titles.

• Support training initiatives and proactively update the Administration Department process documentation.

• Assist with special projects and initiatives as assigned.

• Accuracy & Attention to Detail:
  Meticulous and thorough, demonstrating a strong level of accuracy in record-keeping and documentation with minimal corrections or edits required.
• Organizational
  
  Skills:
  
  Capable of managing multiple tasks effectively and prioritizing them as needed.
• Time Management:
  Demonstrate exceptional time management skills, ensuring that all tasks and projects are completed efficiently and deadlines are consistently met.
• Document Generation:
  Prepare Excel reports, create PowerPoint presentations, and develop other necessary administrative documents for effective presentation and analysis during meetings.
• Problem-Solving & Process Improvement:
  Skilled in promptly and efficiently resolving issues and identifying areas for improvement.
• Results-Oriented with Relentless Follow-Through:
  Demonstrates persistent and unwavering execution of multiple tasks.
• Communication
  
  Skills:
  
  Strong verbal and written communication skills for effective stakeholder coordination.
• Team Player:
  Engages productively with the entire team, regardless of role or level. Ability to work independently and as part of a team in a fast-paced environment.
• Roll Up Your Sleeves Mentality: A fundamental understanding of what it takes to get things done, with a willingness to dive into the details to achieve it.
• Proactive Execution:
  
  Consistently anticipates team…