Position Overview
Our clients is seeking a highly organized and customer-focused Office / Administrative Service Coordinator to support daily operations within a busy transmission repair shop. This role acts as the central point of communication between customers, technicians, and management, ensuring smooth workflow, accurate documentation, and excellent service delivery.
Key Responsibilities
Customer Service & Front Desk
- Greet customers in person and over the phone in a professional manner
- Schedule service appointments and manage shop calendar
- Provide updates to customers regarding vehicle status and timelines
- Handle customer inquiries, concerns, and follow-ups
Service Coordination
- Open and maintain work orders accurately
- Coordinate workflow between technicians and service management
- Ensure all required information is captured for each job (vehicle details, service requirements, approvals)
- Monitor job progress and communicate delays or changes
Administrative Support
- Prepare estimates, invoices, and service documentation
- Process payments and maintain accurate financial records
- File and maintain service records, warranties, and repair history
- Assist with parts ordering and inventory tracking
Operations Support
- Liaise with suppliers and vendors for parts and services
- Support health & safety documentation and compliance requirements
- Maintain a clean, organized front office environment
- Assist management with reporting and general administrative duties
Qualifications
- Previous experience in an administrative or service coordination role (automotive or mechanical industry preferred)
- Strong customer service and communication skills
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Experience with automative shop management and POS systems is an asset
- Ability to multitask and work in a fast-paced environment
- Strong attention to detail and organizational skills
Key Competencies
- Customer-focused with a professional and friendly demeanor
- Strong problem-solving and conflict resolution skills
- Ability to prioritize and manage multiple tasks efficiently
- Team player with the ability to work independently
- Reliable and dependable with strong attendance
Working Conditions
- Office setting within a busy repair shop environment
- Frequent interaction with customers and shop personnel
- May require occasional flexibility in hours based on business needs
Pay: $22.00-$26.00 per hour
Work Location: In person
