Overview We are seeking a detail-oriented and organized Service Administrative Assistant to join our team. The position plays an essential part in supporting the Service Department by managing key administrative, documentation, scheduling, and communication tasks. It ensures repair orders are accurate, customers receive timely updates, warranty information is complete, and the Service Supervisor and Shop Foreman have the support needed to keep work moving efficiently. As the organizational hub of the service department, the Service Administrative Assistant helps maintain accurate documentation, clear communication, and a smooth workflow between customers, technicians, warranty and parts personnel, and leadership. Compensation Range $20

• $22 per hour Benefits Team Members and their families are a top priority. That's why we offer a comprehensive benefits package, including: Medical Insurance
• Choose from 3 plans including an HSA Dental Insurance
• Premiums paid by Company Vision Insurance Paid holidays Simple IRA with 3% company match after 1 year Training & Development opportunities

Employee Referral Program Responsibilities Customer Experience Support:

Greet walk-in customers and notify the Service Supervisor Answer incoming calls and accurately route callers to the appropriate department or team member Ensure accurate and up-to-date status information on customer units Assist with timely callbacks and communication follow-up Maintain a clean, professional service reception/work area Service Order (SO)

Documentation & Accuracy:

Create, update, and maintain repair orders in Fullbay Enter technician notes, labor times, and job story information accurately Verify parts, labor, and sublet charges prior to SO closing Scan and attach documents, photos, and diagnostic reports Audit SOs for missing information and obtain corrections from technicians or the

Service Supervisor Scheduling & Customer Communication Support:

Assist with scheduling customer repairs, PMs, and inspections Make outbound calls for appointment reminders and repair status updates Handle incoming calls and direct information to the Service Supervisor Coordinate customer drop-offs, pickups, and follow-up tasks Maintain an organized service counter and customer-facing area

Warranty & Compliance Support:

Collect photos, failure descriptions, and diagnostic data from technicians Ensure all warranty-required documentation is gathered before claim submission Track missing items and follow up with the Shop Foreman and Service Supervisor Assist in organizing claim files and maintaining OEM compliance records

Administrative & Office Support:

Maintain organized electronic and physical filing systems Handle scanning, printing, file uploads, and general paperwork management Assist with timecard checks and punch corrections under the direction of the Service Supervisor Manage incoming mail, delivery documents, and interdepartmental paperwork Complete administrative follow-up items assigned by the

Service Supervisor Parts & Interdepartmental Coordination:

Communicate parts needs on new or updated repair orders Track parts ETAs and update the Service Supervisor and Shop Foreman Verify parts have arrived before repairs are closed Coordinate paperwork and communication with Parts and Sales departments as needed What This Role Does Not Do Assign or dispatch technicians Write repair estimates or approve repairs Handle escalated customer complaints Oversee SO flow or shop production Manage technician or staff performance Approve or submit warranty claims Own KPIs or operational decisions Qualifications 1-3 years administrative experience in service, automotive, trucking, or similar industry preferred Strong organizational and documentation abilities Clear and professional communication skills Ability to multitask in a fast-paced environment Basic understanding of service or repair workflows preferred Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications Experience with Fullbay or similar service management software is a plus Physical Requirements Ability to sit or stand for extended periods Ability to lift up to 25 lbs. occasionally Ability to move between office, service counter, shop, and parts areas

Job Type:

Full-time Pay:

$20.00

• $22.

00 per hour

Benefits:

Dental insurance Health insurance Paid time off Referral program Retirement plan Vision insurance

Experience:

Administrative:

1 year (Required) Ability to

Commute:

Battle Creek, MI 49015 (Required)

Work Location:

In person