Administrative Assistant / Part-Time Junior Service Advisor

Job Description

Job Description

Description:

Position Summary

We are seeking a reliable, detail-oriented Administrative Assistant with part-time Junior Service Advisor duties to support day-to-day operations in our heavy-duty truck repair business. This hybrid role serves as a key point of contact for customers, providing front-office administrative support while also assisting with service advising tasks such as quoting, scheduling, and coordinating repairs.

The ideal candidate is customer-focused, highly organized, proactive, and comfortable working in a fast-paced service environment that requires frequent communication with customers, technicians, and parts staff.

Key Responsibilities

Administrative & Office Support

•Answer, screen, and direct incoming phone calls in a professional and courteous manner

•Greet customers, drivers, vendors, and staff; maintain a welcoming and organized reception area

•Provide excellent customer service in person, by phone, and via email

•Perform general clerical duties including filing, scanning, photocopying, data entry, and email management

•Prepare, organize, and maintain documents, records, and correspondence

•Assist with incoming and outgoing mail and package handling

•Update internal databases, customer contact lists, and records as needed

•Support office operations, including supply ordering

•Assist with processing customer credits and tracking returns

•Provide administrative support to service, parts, and management teams as assigned

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Service Advisor Support (Part-Time)

•Serve as a point of contact for service customers, ensuring professional and timely communication

•Schedule repairs and coordinate work using internal planning boards and systems

•Speak with customers upon arrival to confirm scope of work

•Provide customers with updates on repair status

•Assist with opening work orders as needed

•Coordinate equipment return with technicians, foremen, parts planners, and service management to support efficient operations

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Key Traits for Success

•Strong decision-making and problem-solving abilities

•Excellent communication skills with the ability to balance customer needs and internal coordination

•Proactive, adaptable, and able to multi-task effectively

•High attention to detail and accuracy

•Ability to work within established processes while adapting to changing situations

•Professional demeanor with the ability to remain calm under pressure

•Interest in continuous improvement and finding more efficient ways of working

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Qualifications & Requirements

Required

•High school diploma or equivalent

•Pre-employment drug screen required; enrollment in random quarterly drug testing pool

•Strong verbal and written communication skills

•Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment

•Ability to maintain confidentiality and handle sensitive information

Preferred

•Previous experience in an administrative, receptionist, customer service, or service advisor role

•Experience in an automotive, truck, or equipment repair facility

•Working knowledge of heavy-duty truck maintenance, repair processes, and parts

•Experience with Fullbay or similar shop management software

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Physical Requirements

•Ability to sit, stand, and walk for extended periods

•Ability to lift up to 20 lbs occasionally for administrative duties

•Ability to lift up to 50 lbs regularly when assisting with service-related tasks

•Ability to work in a fast-paced, industrial office environment

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Work Environment

This position operates within a heavy-duty truck repair and parts sales facility, requiring regular interaction with mechanics, drivers, fleet managers, vendors, and parts suppliers. The role combines front-office administrative work with hands-on coordination in the service department.