Administrative, DMV & Sales Support Coordinator

Full-Time Hourly, Non-Exempt Position

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. This role is ideal for someone who enjoys administrative work, compliance support, and client communication, without carrying full sales responsibility.

What the Administrative, DMV & Sales Support Coordinator Does

This role provides essential administrative, DMV, and client support to ensure smooth office operations, accurate documentation, and consistent follow-through. The position supports sales and account activity through coordination and communication, while remaining primarily an administrative and compliance-focused role.

Key Responsibilities Include:

Administrative & Office Support

• Collect payments for unpaid invoices and update invoice statuses in auction management software.
• Welcome and assist visitors, customers, and vendors professionally and courteously.
• Respond promptly to phone calls, emails, and general administrative inquiries.
• File, scan, copy, and organize documents within digital and physical filing systems.
• Create invoices, maintain, and update digital records.
• Prepare correspondence, reports, memos, and internal documentation as directed.
• Receive, route, and distribute mail and deliveries.
• Maintain accurate, organized, and confidential records.
• Perform light housekeeping duties in reception and administrative areas.
• Work in a constant state of alertness while adhering to safety and compliance standards.
• Perform other duties and special projects as assigned.

DMV & Compliance Support

• DMV Training after a 60-day probationary period.
• Support the preparation and processing of Alaska DMV documentation.
• Assist with maintaining accurate, organized, and compliant DMV records.
• Notarize auction- and vehicle-related documents as required.

Client & Sales Support (Non-Commissioned)

• Respond to inbound client inquiries related to services, timelines, and required paperwork.
• Provide status updates on auction postings and inventory processing.
• Assist management and sales leadership through coordination, scheduling, and internal follow-through.
• Maintain accurate records of client interactions and documentation.
• Eligible for commission on self-sourced new business and referrals; inbound leads are excluded.

Supervisory Role

This position does not have direct supervisory responsibilities.

The Impact You’ll Make

• Ensure administrative accuracy and DMV compliance across auctions and vehicle transactions.
• Support client relationships through reliable communication and follow-through.
• Help bridge administrative operations and sales activity.
• Contribute to a professional, organized office environment.

What Success Looks Like

• Administrative and DMV records are accurate and audit-ready.
• Clients receive timely, professional communication.
• Sales and account activity are well-supported through documentation and coordination.
• Office operations run smoothly during high-volume auction cycles.

Knowledge, Skills & Abilities

• Strong organizational skills with attention to detail and confidentiality.
• Professional verbal and written communication skills.
• Client-service mindset with diplomatic communication abilities.
• Ability to manage multiple priorities and meet deadlines.
• QuickBooks experience or general knowledge, preferred, but not required.
• Proficiency in Google Workspace and ability to learn new systems.
• Dependable attendance and punctuality.
• Positive, solution-oriented attitude.
  
  

Minimum Qualifications

• High school diploma or GED required.
• Associate’s degree in Accounting, Business Administration, or related field preferred.
• Prior administrative or customer service experience preferred.
• 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.
Schedule: Monday – Friday, 8:45 am - 5:45 pm. (8-hour shift with 1-hour unpaid break)

Perks & Benefits

• 401(k) with company matching
• Employer-funded short-term & long-term disability
• Life Insurance
• Employee Health Insurance
• Dental and Vision
• Paid time off and paid holidays
• Employee assistance program
• Employee discount
• Professional development support
• Per diem for off-site and overnight projects
• Referral, review, and transport bonus program
  
  

General Standards & Culture

• Maintain strict confidentiality of client materials and information.
• Return internal and external correspondence within one business day (or within two hours when possible).
• Use company technology responsibly to enhance operations and competitive edge.
• Bring solutions, not just problems; we expect proactive thinking.
• Representing APAA well, client experience is central.
• Be a team player; occasional cross‑team coverage may be needed.
• Offer ideas and improvements; your voice matters.