Automotive Testing & Development Services, Inc. (ATDS) is seeking a highly organized and detail-oriented Procurement Office Clerk to join our team in Ontario, California.
ATDS is a leading provider of automotive testing, technical services, and staffing solutions for major automotive manufacturers. We support vehicle testing and engineering programs throughout North America. Learn more about our company at www.automotivetesting.com.
This is a full-time, long-term opportunity for an experienced administrative professional who thrives in a fast-paced environment, enjoys customer interaction, and has exceptional organizational and communication skills.
Schedule
- Monday – Friday
- 8:30 a.m. – 5:00 p.m.
Position Summary
The Procurement Office Clerk performs a wide variety of administrative, customer service, scheduling, and program coordination duties supporting automotive manufacturer procurement and engineering programs. This position serves as a primary point of contact for vehicle owners, manufacturers, laboratories, and internal staff while ensuring accurate documentation, scheduling, billing, and program administration.
Success in this role requires outstanding attention to detail, the ability to manage multiple priorities simultaneously, proficiency with Microsoft Excel, and excellent verbal and written communication skills.
Essential Responsibilities
Program Administration
- Coordinate and oversee automotive manufacturer procurement and engineering programs.
- Maintain participant files and program documentation.
- Prepare participant packets and required paperwork.
- Copy, scan, fax, upload, and distribute documents.
- Maintain accurate electronic and physical records.
- Prepare weekly procurement schedules for customers and testing laboratories.
- Maintain program statistics, summaries, reports, and tracking spreadsheets.
Customer Service & Participant Coordination
- Contact vehicle owners to explain manufacturer testing programs.
- Conduct phone questionnaires to determine participant eligibility.
- Schedule vehicle procurements with participants.
- Answer participant questions regarding vehicle status, testing timelines, and projected return dates.
- Provide vehicle location updates when requested by participants utilizing vehicle tracking services.
- Cold-call vehicle owners for manufacturer special requests, including parts replacement campaigns.
Scheduling & Logistics
- Schedule drivers and prepare driver packets.
- Create route directions and maps for procurement drivers.
- Coordinate rental vehicles through Enterprise or other rental agencies.
- Ensure drivers and supervisors receive all required documentation before procurement assignments.
- Assist with procurement logistics and scheduling changes as needed.
- Occasionally serve as a chase driver when operational needs require.
Billing & Reporting
- Prepare and maintain Excel spreadsheets for:
- Billing
- Shipping expenses
- Fuel costs
- Rental vehicle charges
- Dealer repair costs
- Mileage tracking
- Maintenance records
- Merge customer data with mailing lists.
- Track procurement information for invoicing.
- Compile monthly billing documentation and supporting records.
Vehicle Repair Coordination
- Coordinate maintenance and repairs between manufacturers, participants, dealerships, and repair facilities.
- Schedule routine maintenance and repairs.
- Coordinate body repairs when damage occurs during testing.
- Maintain maintenance and repair records for all assigned programs.
Communication
- Serve as the primary liaison between ATDS, automotive manufacturers, testing laboratories, participants, and internal staff.
- Provide regular status updates to customers regarding current procurement activities and future scheduling.
- Answer a high volume of incoming phone calls while delivering exceptional customer service.
Qualifications
Required
- Minimum 3 years of administrative, procurement coordination, scheduling, dispatching, or office management experience
- Exceptional customer service and communication skills
- Heavy multi-line phone or call center experience
- Experience coordinating schedules and managing multiple priorities
- Advanced attention to detail and organizational skills
- Strong data entry accuracy
- Proficiency with Microsoft Office, particularly Excel
- Ability to work independently while managing multiple deadlines
- Professional demeanor and excellent interpersonal skills
- Valid driver's license with an acceptable driving record
Preferred
- Automotive industry experience
- Knowledge of automotive testing, engineering, fleet operations, or vehicle logistics
- Experience working with manufacturers or engineering programs
- Dispatch or logistics coordination experience
Pre-Employment Requirements
Final candidates must successfully complete:
- Criminal background check
- Pre-employment drug screening
- Motor vehicle record review
Why Join ATDS?
ATDS has supported the automotive testing industry for decades and partners with many of the world's leading automotive manufacturers. We offer a stable work environment where employees play a critical role in supporting cutting-edge vehicle testing and engineering programs.
If you are organized, dependable, enjoy working with people, and excel at managing multiple priorities in a fast-paced environment, we'd like to hear from you.
Please submit:
- Resume
- Cover letter highlighting your relevant experience
Equal Employment Opportunity
Automotive Testing & Development Services, Inc. is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other status protected by applicable law. Reasonable accommodations are available for qualified individuals with disabilities throughout the application and employment process.
Pay: From $19.50 per hour
Benefits:
- 401(k)
- Health insurance
- Paid time off
Education:
- High school or equivalent (Required)
Experience:
- Microsoft Office: 1 year (Required)
- Microsoft Excel: 1 year (Required)
- Office: 1 year (Required)
License/Certification:
Work Location: In person
