Administrative Assistant – Customer Service Division Support & Operations Coordination (NY Region)

Join arenaflex – Shaping the Future of Mobility

At arenaflex, we’re more than a global mobility leader; we’re a community of innovators, dreamers, and doers. Recognized worldwide for delivering high‑quality, forward‑thinking solutions that enhance everyday life, arenaflex is expanding its footprint across the United States and beyond. Our New York Region thrives on collaboration, respect, and a deep commitment to empowering both our employees and the customers we serve.

We believe that great ideas come from diverse perspectives, and we nurture an environment where every team member can Dream. Do. Grow. If you’re passionate about delivering exceptional administrative support while championing outstanding customer experiences, we invite you to become a vital part of our Customer Service Operations team.

Position Overview – Customer Service Field Administrator (NY Region)

As a Customer Service Field Administrator reporting directly to the Customer Services Operations Manager, you will be the backbone of our regional office, ensuring smooth administrative processes, accurate data reporting, and seamless communication with dealership personnel and arenaflex owners. Your role is pivotal in helping the Customer Service Operations department fulfill its mission of delivering world‑class service and support.

Core Responsibilities

• Data Management & Reporting: Leverage strong analytical and problem‑solving skills to gather, consolidate, and present monthly parts and service performance rankings from multiple data sources.
• Incentive Tracking: Organize, compile, and distribute parts and service incentive data, ensuring timely updates for Area Managers and dealership teams.
• Warranty Coordination: Partner closely with the arenaflex Warranty department to process dealership left‑off appeals, update service histories, and resolve other warranty‑related inquiries.
• Labor Rate Increase Requests: Collaborate with District Service and Parts Managers to gather documentation, submit, and finalize warranty labor rate increase requests.
• Meeting & Event Support: Manage logistics for Customer Services Operations meetings, including agenda preparation, minute taking, recap notes, catering coordination, conference‑room scheduling, and post‑meeting follow‑up.
• Training & Certification Liaison: Assist dealership Program Coordinators with training requests, certification processes, and related documentation.
• Correspondence Management: Draft, send, and archive monthly Customer Service letters and emails, maintaining a well‑organized filing system for quick reference.
• Budget Administration: Track departmental budgets, monitor expenses, reconcile statements, and process technical and miscellaneous billing to parts statements.
• Project Support: Provide additional resources to team members on special projects, initiatives, and process‑improvement efforts as needed.

Essential Qualifications

• Education & Experience: Associate’s degree or higher, or an equivalent combination of education and professional experience.
• Technical Proficiency: Advanced skills in Microsoft Outlook, Excel, Word, and PowerPoint; ability to create pivot tables, charts, and automated reports.
• Organizational Excellence: Proven track record of managing multiple concurrent projects with meticulous attention to detail.
• Communication Skills: Strong written and verbal communication abilities, capable of interacting professionally with senior dealership personnel, internal stakeholders, and external partners.
• Process Knowledge: Familiarity with corporate operational policies, warranty procedures, and service‑parts workflows.

Preferred (Nice‑to‑Have) Qualifications

• Previous experience in the automotive industry at a corporate or regional level.
• Hands‑on experience with Tableau or similar data‑visualization tools.
• Background in catering, event planning, or coordinating luncheons and large meetings.

Key Skills & Competencies for Success

• Analytical Mindset: Ability to interpret complex data sets and transform them into actionable insights.
• Customer‑Centric Attitude: A genuine desire to exceed the expectations of dealership partners and arena owners.
• Time Management: Skillful prioritization of tasks to meet tight deadlines while maintaining high quality.
• Collaboration: Comfortable working across functional teams, fostering relationships built on trust and mutual respect.
• Adaptability: Flexibility to adjust to evolving business priorities and emerging technologies.
• Technical Agility: Quick learner with the ability to adopt new software platforms, internal tools, and reporting systems.

Why arenaflex? – Culture, Growth, and Benefits

At arenaflex, our people are the foundation of every innovation we deliver. We champion an inclusive environment where every voice matters, and we invest heavily in the professional development of our teams.

Work Environment & Company Culture

• Diversity & Inclusion: We celebrate varied backgrounds, perspectives, and experiences, believing they fuel creativity and better decision‑making.
• Collaboration Hubs: Our regional office in New York features open workspaces, quiet zones, and collaborative rooms designed to inspire teamwork.
• Recognition Programs: From quarterly spot awards to annual performance recognitions, we ensure outstanding contributions are celebrated.
• Community Involvement: arenaflex encourages employee participation in local outreach, sustainability initiatives, and volunteer programs.

Career Development & Learning Opportunities

• Mentorship Networks: Pair with seasoned leaders across the organization for guidance, skill‑building, and career planning.
• Continuous Learning: Access to e‑learning platforms, industry certifications, and internal workshops covering everything from advanced Excel techniques to data visualization with Tableau.
• Pathways for Advancement: Demonstrated performance can lead to roles such as Senior Administrative Coordinator, Operations Analyst, or Customer Service Manager.

Compensation & Benefits Overview

• Competitive Salary: Annual base pay ranging from $55,900 to $90,900, commensurate with experience and qualifications.
• Health & Wellness: Comprehensive medical, dental, vision, and basic life insurance coverage for employees and eligible dependents.
• Retirement Planning: Participation in arenaflex’s 401(k) plan with company matching contributions.
• Paid Time Off & Holidays: Generous PTO accruals, paid holidays, and flexible scheduling options to support work‑life balance.
• Employee Assistance Programs: Confidential counseling, financial planning resources, and wellness initiatives.
• Transportation Benefits: Discounts on arenaflex mobility services, public transit subsidies, and commuter benefits.

Commitment to Inclusion

arenaflex’s success starts and ends with our people. We welcome applicants of all backgrounds and consider each candidate without regard to race, ethnicity, national origin, gender, sexual orientation, gender identity, age, disability, religion, veteran status, or any other protected characteristic. Your unique experiences enrich our collective journey.

Ready to Make an Impact?

If you are a motivated, detail‑oriented professional who thrives in a fast‑paced, collaborative environment, we want you on our team. Bring your administrative expertise, analytical acumen, and passion for customer service to arenaflex, and help us continue to set the standard for mobility excellence.

Submit your application today and start the next chapter of your career with arenaflex – where your ideas are valued, your growth is supported, and your future is limitless.

Apply Now

For any questions, assistance with your application, or accommodation requests, please email [email protected].