Operations administrative assistant

Benefits:

• Health insurance
• Paid time off
• 401(k)
• Opportunity for advancement
• Training & development
• Vision insurance
• 401(k) matching
• Bonus based on performance
• Competitive salary
• Dental insurance
• Free food & snacks

Job Description — Operations Administrative Assistant

Reports To: Titling Manager

Location: Austin, TX office, in person Monday through Friday. This role is not remote or hybrid.

The Operations Administrative Assistant keeps paperwork moving at 360. You’ll prepare and check documents, keep the mail and shipping running, update records in Salesforce, and follow up with customers and vendors by phone and email until each item is done.

360 Equipment Finance is an independent equipment leasing company in Austin. We help small businesses across the U.S. lease work trucks, trailers and other equipment. You don’t need leasing or finance experience. If you’re organized, careful with details and like seeing a stack of work get finished, we’ll teach you the rest.

Key Responsibilities

Paperwork and Processing

• Prepare and assemble document packages, including vehicle and equipment title paperwork, using 360’s step-by-step guides
• Check documents against our records so names, numbers and addresses match before anything goes out
• Review completed titles when they come back from the state and flag anything that doesn’t match
• Enter and update records in Salesforce and keep files organized in our document system

Mail, Shipping and Errands

• Pick up mail from the office mailbox daily, and log all incoming mail with a tracking number
• Open, sort and scan incoming documents the day they arrive, and store originals securely
• Ship packages by overnight carrier and track each one to delivery
• Run occasional errands to the county tax office and other local offices

Follow-Up and Support

• Follow up by phone and email with customers, vendors and government offices on missing or incorrect paperwork
• Keep a running list of open items and flag anything overdue to your manager
• Help coordinate GPS device shipments and insurance tracking
• Notarize documents once commissioned

Qualifications

Required

• Able to work in our Austin office full time, Monday through Friday
• Strong attention to detail: you notice when one number or letter is off
• Organized and reliable with a high volume of paperwork and deadlines
• Comfortable making phone calls and writing clear, professional emails
• Comfortable with computers and Microsoft Office, especially Excel
• Discretion with confidential customer and financial information
• Willing to become a Texas notary within 90 days of hire, with 360 covering the cost

Nice to Have

• 1+ year of office, administrative or data entry experience
• Experience at a dealership, tag agency, lender, title company or government office
• Familiarity with vehicle titles or registration
• Experience with Salesforce or a similar CRM, and DocuSign

What Success Looks Like

• Mail and packages are logged and scanned the day they arrive, and nothing goes missing
• Paperwork goes out complete and correct the first time
• Every open item has a current status and next step in Salesforce
• Your manager can hand off routine work and trust it gets done
• GPS shipments and insurance tracking stay covered when the Funding Coordinator is out