Office Administrator

Job Description

Job Description

(Spanish speaker is a must) We are looking for a friendly, organized, and reliable Auto Repair Shop Receptionist to join our team. You will be the face and voice of our shop, guiding customers smoothly from the moment their car needs service to the final invoice pickup. The ideal candidate does not need to be a mechanic, but must excel at customer service, thrive in a fast-paced environment, and stay highly organized while coordinating between drivers and our technicians.

Key Responsibilities

• Customer Intake : Greet arriving customers warmly, verify their appointments, and document their specific vehicle concerns accurately.
• Phone Management : Answer incoming calls to schedule repair appointments, answer basic questions, and route technical inquiries to service advisors or mechanics.
• Status Updates : Follow up with customers via phone or text to communicate vehicle inspection findings, repair progress, and pickup times.
• Payment Processing : Calculate final bills, explain basic line items (parts and labor), process payments (cash, credit, financing), and issue receipts.
• Parts Tracking : Sign for incoming auto part deliveries, verify invoices against what was ordered, and notify mechanics when parts arrive.
• Key & Vehicle Control : Securely organize customer car keys, tag them with matching repair order numbers, and track vehicle locations on the lot.
• Waiting Room Care : Keep the customer waiting area clean, organized, and stocked with complimentary coffee, water, and reading materials.
• Administrative Upkeep : Maintain digital and physical customer records, file closed repair orders, and manage daily shop mail.

Qualifications & Requirements

• Bilingual Spanish and English
• Customer Service Focus : Exceptional interpersonal skills with the empathy needed to handle stressed or anxious customers facing unexpected car repairs.
• Industry Familiarity : 1+ years of experience in an automotive shop, dealership, or service industry is preferred, but we will train the right person.
• Basic Auto Knowledge : Familiarity with basic automotive terms (e.g., oil change, brake pad, alternator, diagnostic fee) is a major asset.
• Software Skills : Comfortable using shop management software (e.g., Shopmonkey, Mitchell 1, ALLDATA) or a strong ability to learn new digital scheduling tools quickly.
• Attention to Detail : Precise data entry skills to ensure vehicle identification numbers (VINs), mileage, and customer contact details are recorded perfectly.
• Multitasking Ability : Capable of handling a ringing phone while helping an in-person customer drop off their keys.
• Education : High school diploma or equivalent required.

Job Details & Benefits

• Job Type : Full-time
• Schedule : Monday to Friday, 8:30 AM – 5:00 PM | Occasional Saturday mornings
• Pay Rate : $23.00 - $33.00 per hour, depending on shop experience
• Benefits : PTO, and employee discounts on vehicle repairs/parts