About this role
Job Purpose
Provides entry-level customer service, administrative, and retail sales support for the Vehicle Donation Program. Communicates with donors, buyers, customers, vendors, and internal teams; enters and maintains accurate information; assists with online vehicle sales and related documentation; and helps ensure each interaction reflects Rawhide's mission and commitment to excellent service.
Essential Functions
- Responds to routine customer, donor, buyer, and vendor questions by phone, email, and digital messaging platforms, escalating complex matters as appropriate.
- Accurately enters, updates, and retrieves customer, donation, vehicle, sales, and vendor information in approved software systems.
- Assists with online vehicle sales, payment or transaction processing, vehicle pick-up coordination, and required sales documentation.
- Supports vehicle transport and logistics by communicating schedules and requirements to internal and external partners.
- Reviews forms and records for completeness and follows established procedures, including applicable DOT and program requirements.
- Performs general administrative support, including sorting, proofreading, copying, transmitting, filing, and organizing information.
- Maintains positive, professional interactions and expresses appreciation to donors, buyers, customers, and vendors.
- Maintains an organized work area and follows safety, confidentiality, and compliance expectations.
Job Responsibilities
Customer Service and Communication
- Provides clear, courteous, and timely information about the vehicle donation and purchasing processes.
- Listens to questions or concerns, resolves routine issues within established guidelines, and refers matters requiring additional support to the appropriate team member.
- Serves as a helpful liaison among donors, buyers, vendors, Donor Service Centers, and Rawhide staff.
- Communicates vehicle handover, pick-up, transport, and documentation requirements accurately.
Retail Sales Support
- Assists with posting, monitoring, and processing online vehicle and miscellaneous-item sales.
- Supports customer transactions and cash-handling procedures, when assigned, in accordance with established controls.
- Assists staff with basic review of donated vehicles and other items for resale potential.
- Helps coordinate vehicle releases and confirms that required documentation is available before handover.
Administrative and Compliance Support
- Maintains accurate electronic and paper records for donations, customers, buyers, vendors, vehicles, and sales.
- Uses office and program software to prepare, proofread, retrieve, copy, transmit, and organize reports, forms, and other documents.
- Checks information for accuracy and completeness and promptly reports discrepancies.
- Follows established legal, DOT, privacy, records-management, and internal compliance procedures.
Team, Mission, and Development
- Works collaboratively with customer service, production, retail sales, and other internal teams to support efficient operations.
- Completes required training and participates in cross-training to provide flexible office and program support.
- Offers practical suggestions to improve customer service, documentation, and workflow processes.
- Protects the credibility of the Rawhide mission by complying with the standard of conduct and demonstrating Rawhide's values in words and actions.
- Performs other duties as directed or assigned by the supervisor.
Qualifications
Qualifications
- High school diploma or equivalent preferred.
- Entry-level position; previous retail, customer service, call center, data entry, or administrative experience is helpful but not required.
- Friendly and professional communication skills with the ability to assist people who have different levels of understanding of donation and sales processes.
- Basic computer skills and willingness to learn program databases, office software, internet research, and digital sales platforms.
- Ability to enter information accurately, proofread work, organize records, and maintain confidentiality.
- Ability to manage multiple tasks, follow established procedures, meet deadlines, and ask for assistance when needed.
- Willingness to cross-train and work cooperatively as part of a team.
- Ability to obtain a Retail Vehicle Sales License if required for assigned duties.
- Cash-handling experience and familiarity with vehicles or basic mechanical concepts are preferred but not required.
Working Conditions
- Primarily office-based, with occasional warehouse or outdoor tasks related to vehicle inspection, documentation, or pick-up.
- Frequent use of a computer and telephone for customer communication and data entry.
- May require occasional lifting of up to 25 pounds.