Department: Riding Academy / Dealership Administration
Reports to: General Manager
We are looking for a highly organized, detail-oriented, and customer-focused General Administrative Assistant to support the day-to-day operations of our Riding Academy and the broader dealership.
This position plays an important role in keeping the Riding Academy organized and running smoothly while also providing administrative support to the General Manager and dealership team. The role combines customer service, scheduling, documentation, data entry, office administration, and general dealership support.
The ideal candidate is someone who enjoys staying organized, communicating with people, solving problems, and keeping things moving behind the scenes. You should be comfortable managing multiple priorities, working independently, and stepping in wherever administrative support is needed.
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Maintain and update the Riding Academy class schedule.
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Prepare class folders, materials, and documentation for upcoming courses.
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Contact students and instructors approximately one week before each class to confirm schedules and attendance.
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Prepare required DL389 forms and completion cards for students who successfully complete a course.
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Contact graduates regarding pickup of DL389 forms, completion cards, and T-shirts.
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Submit student test scores through SMS and the CMSP website.
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Monitor class waitlists and contact students to fill open seats.
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Answer Riding Academy calls and assist customers at the podium/front desk.
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Ensure classrooms are stocked, organized, and ready for each class.
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Provide administrative support to instructors and the General Manager as needed.
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Provide day-to-day administrative assistance to the General Manager and dealership leadership.
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Assist with scheduling, organization, filing, data entry, and other administrative tasks.
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Receive and organize communications from dealership departments and help route information to the appropriate team members.
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Print and organize maintenance-related emails and text messages and coordinate with the appropriate team member regarding scheduling.
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Assist with dealership events, open houses, and other activities as needed.
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Help maintain organized office, customer-facing, and shared work areas.
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Provide general administrative support to dealership departments when needed.
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Take on additional projects and responsibilities as assigned by management.
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Serve as a welcoming and professional point of contact for Riding Academy students, dealership customers, instructors, and employees.
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Respond to questions and requests promptly and professionally.
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Communicate clearly and respectfully by phone, email, and in person.
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Build positive working relationships with customers, employees, managers, the General Manager, and Dealer Principal.
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Maintain a positive, solutions-oriented approach when addressing customer or operational needs.
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Treat everyone with fairness, courtesy, and respect.
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Strong attention to detail and excellent organizational skills.
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Excellent verbal and written communication skills.
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Strong customer service skills.
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Comfortable working with a diverse customer base and a variety of personalities.
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Proficient with computers and standard office applications.
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Intermediate Excel skills.
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Knowledge of basic accounting principles and practices.
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Prior accounting experience.
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Experience with human resources-related administrative functions.
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Ability to manage multiple priorities while maintaining accuracy.
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Ability to work independently and as part of a team.
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Dependable, punctual, and willing to work a flexible schedule based on dealership and Riding Academy needs.
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Current, valid motorcycle license.
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Associate's or Bachelor's degree in Accounting, Business Administration, or a related field.
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Accredited accounting coursework or training.
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Previous experience in a dealership, powersports, motorcycle, or automotive environment.
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Familiarity with point-of-sale, dealership management, or Parts & Service management software.
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Knowledge of Harley-Davidson/Buell motorcycles and other dealership products.
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Ability to quickly learn new systems, processes, and products.
The person in this position is someone who keeps things organized, follows through, communicates well, and notices the details others may miss.
You will be successful if you can balance the day-to-day needs of the Riding Academy with general dealership priorities, keep information moving between departments, provide excellent customer service, and step in to help wherever administrative support is needed.
This position may occasionally require:
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Bending, stooping, crouching, reaching, and lifting materials weighing up to 50 pounds.
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Moving motorcycles into and out of the dealership.
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Setting up and maintaining classroom materials and supplies.
This position is primarily based indoors within the dealership and Riding Academy. Some outdoor work may be required during open houses, dealership events, Riding Academy activities, or other special events.
The position may involve working in a busy, customer-facing dealership environment and requires flexibility to respond to changing business needs.
Our dealership is a team environment, and every position contributes to the overall customer experience. While the Riding Academy will be a primary area of responsibility, this role is expected to support the broader dealership and work collaboratively with employees across departments.
This job description is intended to describe the general nature and level of work performed in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management may assign additional duties and responsibilities as business needs require.
The company reserves the right to modify this job description at any time. This job description does not constitute a contract of employment.
