Automotive Office Assistant

Job Description

Job Description

Automotive Office & Data Entry Specialist

Advanced Suspension Design
Twin Falls, Idaho
Full-Time
$16-$22 per hour, depending on experience

About the Position:

Advanced Suspension Design is looking for an accurate, organized, and dependable Automotive Office & Data Entry Specialist to support our front office and shop operations.

This position involves a significant amount of detailed computer work, including entering customer and vehicle information, preparing estimates and work orders, processing invoices, receiving parts, maintaining records, and verifying that information is entered correctly.

Previous data-entry or administrative experience is important for this position. Automotive experience is helpful but not required. We are willing to teach the automotive side to someone who is genuinely interested, asks questions, takes notes, and can learn our terminology, products, and procedures.

This is not simply a receptionist position. The person in this role must be comfortable working with part numbers, pricing, invoices, vehicle information, product descriptions, and detailed job records where accuracy matters.

Primary Responsibilities:

Data Entry and Recordkeeping:

• Accurately enter customer, vehicle, part, pricing, and repair information.
• Create and update estimates, invoices, work orders, and customer files.
• Verify names, phone numbers, VINs, mileage, part numbers, quantities, and pricing.
• Enter and reconcile vendor invoices and customer payments.
• Scan, organize, and maintain electronic and paper records.
• Review completed entries for missing or incorrect information.
• Keep customer and job notes current so information is communicated accurately between the office and technicians.

Parts, Products, and Vendors:

• Learn the suspension, steering, alignment, drivetrain, differential, shock, wheel, and tire products we sell and install.
• Look up parts using vehicle information and online vendor catalogs.
• Verify that parts are correct for the vehicle and intended application before ordering.
• Enter purchase orders and receive incoming parts.
• Match packing slips and vendor invoices to the correct customer or shop job.
• Track backorders, freight, returns, credits, and special-order parts.
• Communicate professionally with vendors when researching products or resolving order issues.

Customer and Front-Office Support:

• Answer phones and gather complete, accurate information from customers.
• Schedule appointments and help coordinate shop workflow.
• Explain estimates, appointment requirements, and basic product information.
• Follow up with customers and vendors when additional information is needed.
• Assist customers at the front counter in a professional and helpful manner.
• Communicate customer requests and concerns clearly to technicians and management.

General Administrative Support:

• Assist with accounts payable and routine bookkeeping tasks.
• Reconcile vendor statements and recurring expenses.
• Maintain an organized front office, parts area, and filing system.
• Help with additional administrative duties as needed.

Required Qualifications:

• Previous experience in data entry, administrative work, bookkeeping, invoicing, inventory, order processing, or a similar detail-oriented position.
• Strong typing and computer skills.
• Ability to enter repetitive information accurately without becoming careless.
• Ability to compare documents and recognize incorrect numbers, prices, quantities, or part information.
• Strong organizational and follow-through skills.
• Ability to manage interruptions while returning to and completing detailed work accurately.
• Professional written and verbal communication skills.
• Willingness and ability to learn unfamiliar automotive terminology and products.
• Ability to take useful notes, retain training, and use available resources to find answers.
• Dependable attendance and punctuality.

Preferred Qualifications:

• Two or more years of administrative, data-entry, invoicing, accounts-payable, inventory, or order-processing experience.
• Experience using QuickBooks, shop-management software, point-of-sale systems, Microsoft Office, Google Workspace, or online product catalogs.
• Automotive, parts, service-writing, dealership, repair-shop, or mechanical-product experience.
• Experience communicating with customers and vendors.

Work Environment:

Advanced Suspension Design is a busy specialty automotive shop. The position requires frequent computer work, phone conversations, customer interaction, vendor communication, and coordination with technicians.

The work can be fast-paced, but accuracy remains more important than rushing. Teamwork is expected, along with the ability to work independently and take responsibility for assigned tasks.

Compensation:

• $16-$22 per hour, depending on relevant experience and demonstrated ability.
• Full-time, year-round employment.
• Opportunity to develop specialized automotive product and service knowledge.

How to Apply:

Submit your résumé along with brief answers to the following questions:

• Describe a previous position in which you regularly entered invoices, customer information, inventory, orders, payments, or other detailed information. What steps did you use to prevent mistakes?
• Tell us about a time you had to learn an unfamiliar product, computer system, industry, or technical subject. How did you find the correct information and remember what you learned?
• Submit to View email address on us.fitly.work

Applications submitted without answers to both questions may not be considered.

Résumés may be submitted online or hand-delivered to Advanced Suspension Design at 356 Addison Avenue West, Twin Falls, Idaho . All applicants will be evaluated using the same job-related qualifications.