Administrator

Job Summary

The Part-Time Service Administrator supports daily front-office operations in a busy automotive repair environment. This position is responsible for customer communications, appointment scheduling, vehicle intake and onboarding, administrative support, basic inventory coordination, and light facility upkeep. The role requires accuracy, professionalism, and the ability to work in a loud, fast-paced shop environment with occasional outdoor tasks.

Customer Experience & Front Desk Operations

 Greet visitors and manage front counter traffic professionally

 Serve as the primary contact for phone, text, email, and walk-in inquiries

 Schedule service appointments and update calendars accurately

 Provide timely customer updates and general assistance

 Maintain a clean, organized, and welcoming lobby area

Vehicle Intake & Onboarding

 Receive customer keys and perform check-in procedures

 Work outdoors year-round to retrieve or intake vehicles as needed

 Install protective coverings (seat covers, floor mats, etc.) in every incoming vehicle

 Record full vehicle details: VIN, plate, make/model, mileage, color, owner information, etc.

 Enter accurate customer and vehicle data into the shop management system

Administrative Support & Documentation

 Generate operational, scheduling, and administrative reports

 Perform filing, scanning, and document organization

 Reconcile incoming parts with vendor invoices

 Track and process core returns and credits

 Support service writers and leadership with general administrative tasks

Inventory & Facility Support

 Monitor and restock basic shop supplies, office materials, and consumables

 Place replenishment orders when stock reaches defined levels

 Perform light janitorial duties in the lobby, restrooms, and break room

Work Environment Expectations

 Operate confidently in a loud, dusty, high-activity automotive shop

 Move between the office and shop floor frequently

 Perform outdoor tasks in all seasons and weather conditions

Knowledge, Skills & Abilities

Required

• Customer Service Ability to interact professionally with customers in-person, by phone, and via digital communication
• Administrative Skills Filing, data entry, scheduling, organization, document management
• Computer Literacy Microsoft Outlook, basic office software, digital forms, email/web-based tools
• Data Accuracy High attention to detail when entering vehicle/customer information
• Communication Clear verbal and written communication
• Physical Requirements Lift up to 50 lbs, navigate shop environment, work outdoors
• Time Management Ability to multitask, prioritize, and manage interruptions effectively
• Professionalism Reliability, punctuality, customer-facing demeanor

Preferred Knowledge and skills

Automotive Knowledge Basic understanding of automotive terminology or service

processes

Parts/Inventory Handling Reconciling invoices, tracking core returns, receiving parts

Shop Management

Software Prior experience using automotive or service scheduling systems

Small Business Operations Experience supporting a small team or high-variance workflow

Qualifications

Minimum Requirements

 High school diploma or GED

 Prior customer service or administrative experience

 Demonstrated proficiency with Microsoft Outlook and accurate data entry

 Ability to perform mathematical functions and interpret financial information

 Reliable transportation and consistent attendance

Preferred Qualifications

 Experience in automotive service, parts, or repair settings

 Familiarity with QuickBooks or equivalent accounting software

 Experience producing simple reports or reconciling invoices

 Experience in a small business environment with cross-functional duties

Physical & Environmental Requirements

 Lift and carry up to 50 lbs unassisted

 Stand, bend, kneel, reach, and move frequently throughout the day

 Work inside the shop environment (noise, dust, vehicle movement)

 Work outdoors in rain, snow, heat, and cold during vehicle intake

 Move supplies or materials between office and shop areas

Pay: From $25.00 per hour

Expected hours: 25.0 per week

Benefits:

• Flexible schedule
• Paid time off

Work Location: In person

Salary : $25