What are the responsibilities and job description for the Office Assistant position at Madison Automotive Service & Repair?
Job Overview
We are looking for a sharp, detail-oriented, and self-motivated Assistant to help manage our busy automotive repair office. You will serve as the first point of contact for our customers, manage daily intake logs, assist with billing, and keep the front desk running smoothly. In a small, high-volume shop, efficiency, accuracy, and clear communication are everything.
Duties
Customer Intake & Reception: Greet walk-in clients, record detailed vehicle concerns, and enter customer/vehicle information accurately into AllData.
Phone & Communication Management: Answer incoming calls, take detailed messages, and log follow-up requests for scheduled callback windows.
Billing & Receipts: Assist in converting completed Repair Orders (ROs) into invoices, collecting customer payments (cash, check, card), and accurately recording payment methods on paper and digital logs.
Proactive Shop Floor Tracking: Observe shop floor activity to identify when technicians complete diagnostic tests or repairs, helping stage ROs for quick customer checkout.
Facility & Desk Maintenance: Maintain a clean, professional front office, customer lounge, and reception area (including light housekeeping and daily trash removal).
Qualifications
High attention to detail with dates, numbers, and payment recording.
Clear, direct communication skills and the ability to take immediate feedback constructively.
Comfortable working in a fast-paced environment and managing multiple tasks without constant supervision.
Basic familiarity with computer systems, Microsoft Excel / Google Sheets, and phone etiquette (automotive knowledge is a plus, but willingness to learn is required).
Strong interpersonal skills with a customer service-oriented approach
Strong organizational skills with the ability to prioritize tasks effectively
Excellent written and verbal communication skills
Ability to maintain confidentiality and handle sensitive information with discretion
If you are a motivated individual who thrives in a fast-paced environment, we would love to hear from you. This position offers opportunities for growth and development within our organization.
Please note that only qualified candidates will be contacted for an interview. Thank you for your interest in joining our team!
Job Type: Full-time
Pay: $14.00 - $16.00 per hour
Work Location: In person
Salary : $14 - $16