What are the responsibilities and job description for the Shop Office Specialist position at Jack's Oil?
Position Summary
The Shop Office Specialist serves as a key point of coordination between customers, the Fleet Manager, and the service team. This role supports daily shop operations by managing customer communications, scheduling services, and ensuring efficient workflow. While not a technical position, it requires strong organizational skills and a working understanding of automotive and diesel service processes.
Key Responsibilities
- Answer and manage incoming customer calls, providing general service information and directing inquiries appropriately
- Screen customer concerns to identify service needs and prioritize urgent or DOT-related issues
- Schedule service appointments for diesel trucks, fleets, and standard vehicles (cars and light-duty trucks)
- Coordinate with the Fleet Manager and technicians to align scheduling with shop capacity and workload
- Maintain clear communication with customers regarding appointment details, service status, and timelines
- Assist in maintaining service records, work orders, and customer information
- Support compliance-related communication for DOT-regulated vehicles (as directed)
- Ensure a professional and organized front-office environment
Qualifications
- Previous experience in a service, administrative, or automotive shop environment preferred
- Strong communication and customer service skills
- Ability to multitask and prioritize in a fast-paced environment
- Basic understanding of vehicle service terminology (diesel and/or automotive)
- Proficiency with scheduling systems, phone systems, and standard office software
Key Competencies
- Organization and attention to detail
- Customer service orientation
- Time management and coordination
- Team collaboration
- Problem identification and escalation
Working Environment
- Office-based role with frequent coordination with Fleet Manager, Mechanics, and additional shop staff
· Exposure to shop-floor environments while coordinating work, including contact with equipment, elevated noise levels, and potential chemical hazards; required use of appropriate PPE.
- Team collaboration
- Problem identification and escalation
Join us as a Shop Office Specialist to be at the heart of our operations—delivering top-tier support that keeps our shop running smoothly while creating a positive experience for everyone who walks through our doors!
Pay: $20.00 - $24.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
Salary : $20 - $24