We are seeking a reliable, organized, and customer-focused Automotive Administrative Assistant / Service Coordinator to join our team. The ideal candidate will play an important role in keeping our shop running smoothly by assisting with vehicle check-ins, communicating with customers, coordinating parts orders, and supporting our mechanics with daily administrative tasks. We are looking for someone who is detail-oriented, professional, proactive, and comfortable working in a fast-paced automotive repair environment. The successful candidate must be able to multitask, stay organized, communicate effectively, and work well with both customers and the mechanical team.
Key Responsibilities Vehicle Check-In:
Receive vehicles for service, document customer concerns, record vehicle information, and ensure service requests are properly entered into the system.
Customer Communication:
Communicate with customers regarding service updates, repair progress, estimated completion times, and any additional work that may be required.
Parts Ordering:
Identify and order the necessary parts for vehicle repairs, follow up with suppliers, track deliveries, and verify that parts arrive on time.
Work Order Management:
Open, update, and maintain accurate work orders, customer records, vehicle information, and service documentation. Coordination with
Mechanics:
Communicate with mechanics and management to monitor repair progress, prioritize jobs, and help keep workflow organized.
Scheduling:
Assist with service appointments, vehicle drop-offs and pickups, and daily shop scheduling.
Vendor Communication:
Contact parts suppliers and vendors regarding pricing, availability, order status, returns, and warranties.
Invoicing and Paperwork:
Assist with preparing estimates, invoices, purchase orders, and other administrative documents.
Customer Follow-Up:
Contact customers regarding approvals, completed repairs, vehicle collection, and outstanding service matters.
General Administration:
Maintain organized files, manage incoming calls and emails, and assist with other office duties as needed. Qualifications and Requirements Previous administrative, customer service, or automotive service experience preferred. Experience working in an automotive repair shop or with vehicle parts is a plus. Strong verbal and written communication skills. Excellent organizational skills and attention to detail. Ability to multitask, prioritize responsibilities, and meet deadlines. Comfortable using computers, email, spreadsheets, and administrative software. Ability to communicate professionally with customers, mechanics, suppliers, and management. Strong problem-solving skills and the ability to work independently as well as part of a team. Dependable, punctual, proactive, and willing to learn. Ability to remain calm, professional, and organized in a fast-paced environment. The Ideal Candidate We are looking for someone who takes ownership of their responsibilities, follows through on tasks, and understands the importance of keeping customers informed and mechanics supplied with the parts they need. The right person will be a strong communicator, a team player, and someone who can help ensure that vehicles move through the service process efficiently and professionally. If you are organized, customer-oriented, and ready to be an important part of a busy automotive service team, we would love to hear from you! ill prepare invoices and follow up with customers on repairs that we have performed.
