Administrative Parts & Service Coordinator Position Summary We are seeking a highly organized, customer-focused Administrative Parts & Service Coordinator to join our fast-paced and team-oriented environment. This role serves as the central point of contact for customers, supporting parts sales, service administration, and front office operations. The ideal candidate is detail-oriented, solution-driven, and skilled at managing multiple priorities while delivering exceptional customer service. Working with the leading edge of diesel and gas powertrain technologies, this position offers the opportunity to build strong customer relationships, support critical industries, and grow professionally within a dynamic organization. Key Responsibilities Customer Service & Front Desk Operations Greet and assist all walk-in customers, visitors, and vendors in a professional and friendly manner. Answer, screen, and direct incoming phone calls. Determine customer needs and provide prompt solutions or direct them to the appropriate department. Maintain a clean, organized, and professional reception area. Receive, sort, distribute, and prepare mail, courier deliveries, and messages. Maintain office security by following established safety and visitor procedures. Parts Administration & Sales Support Research, identify, and source parts using OEM systems, electronic catalogs, and supplier networks. Create, process, and manage customer parts orders. Advise customers on available alternatives when requested parts are unavailable. Proactively communicate lead times, backorders, and delivery expectations. Manage customer backorder queues and follow up on outstanding orders. Process will-call orders, customer returns, and warranty-related transactions as required. Pull, pack, stage, and release parts orders when needed. Maintain accurate inventory records and assist with stocking and organizing parts areas. Keep storefront, warehouse, and work areas clean, stocked, and organized. Service Coordination & Administration Create, open, and maintain service work orders in the management system. Document customer concerns and service requests accurately. Prepare service estimates according to company procedures. Coordinate communication between customers, technicians, and management. Provide regular updates regarding service progress, timelines, and completion status. Assist with scheduling service appointments and managing workflow. Maintain all service records, documentation, and required paperwork. Process invoices, payments, and other service-related transactions. Administrative Support Perform data entry, filing, scanning, record maintenance, and document management. Support management with administrative projects and general office duties. Maintain accurate customer, service, and parts records. Assist with travel requests, calendars, and other administrative functions as assigned. Complete required company and vendor training programs. Qualifications High school diploma or equivalent required. Previous experience in customer service, administrative support, parts sales, service writing, dealership operations, or a related field preferred. Proficiency with computer systems, Microsoft Office, data entry, and inventory or service management software. Strong organizational and multitasking abilities. Excellent verbal and written communication skills. Ability to solve problems and make sound decisions in a fast-paced environment. Ability to manage financial transactions accurately. Basic sales and customer relationship skills preferred. Required Skills & Competencies Customer Focus Builds positive relationships with customers and coworkers. Demonstrates professionalism and a solutions-oriented approach. Actively listens and responds effectively to customer needs. Organization & Attention to Detail Maintains accurate records and documentation. Prioritizes tasks effectively while managing multiple responsibilities. Ensures accuracy in orders, service records, invoicing, and customer communications. Teamwork & Communication Collaborates effectively with all departments. Promotes a cooperative, positive work environment. Communicates clearly with customers, technicians, vendors, and coworkers. Professionalism Demonstrates integrity, reliability, and accountability. Maintains composure and professionalism under pressure. Understands the urgency of the industries served and the importance of responsive customer support. Safety & Compliance Demonstrates a continuous commitment to workplace safety. Follows company policies and procedures. Maintains a clean, organized, and safe work environment. Benefits 401(k) 401(k) Matching Health Insurance Dental Insurance Vision Insurance Life Insurance Health Savings Account (HSA) Flexible Spending Account (FSA) Employee Assistance Program (EAP) Paid Time Off (PTO) Retirement Plan Job Type - Full Time This position is ideal for someone who enjoys customer interaction, administrative work, parts coordination, and service support while contributing to a collaborative and fast-paced team environment.

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Profit sharing Retirement plan Vision insurance

Work Location:

In person