Fixed Operations Administrative Assistant

Parks Motor Group of Gainesville•Gainesville, FL

7d•Onsite

About The Position

Parks Motor Group of Gainesville is seeking an exceptionally organized, proactive, and detail-oriented Fixed Operations Administrative Assistant / Operations Coordinator to work directly with our Fixed Operations Director. This role is crucial for supporting the organizational backbone of the Fixed Operations department, ensuring priorities are managed, meetings are prepared, deadlines are tracked, KPIs are updated, commitments are followed through, and the Fixed Operations Director remains focused on leading service departments, parts departments, technicians, advisors, and service drives. The primary goal is to remove administrative friction, allowing the Director to dedicate more time to leading people, improving processes, increasing productivity, and growing the business.

Requirements

Strong proficiency with Microsoft Word
Strong proficiency with Microsoft Excel (Spreadsheet creation and maintenance)
Strong proficiency with Microsoft Outlook Calendars and Scheduling
Experience with KPI reporting
Experience with Data organization, task tracking
Experience with Meeting preparation
Clear Written communication skills
Experience with Follow-up and accountability systems
Ability to work independently, anticipate routine administrative needs, and take appropriate initiative.
Ability to take information from multiple sources and turn it into a clean spreadsheet, report, calendar, checklist, or action plan.
Attention to detail.
Consistent follow-up on assignments, deadlines, and outstanding items.
Comfort working with numbers and performance metrics.
Ability to manage multiple projects while keeping assignments organized.
Ability to communicate clearly and professionally.
Ability to appropriately prioritize time-sensitive matters and competing deadlines.
Ability to take ownership of responsibilities.
Ability to recognize when something within the area of responsibility needs attention and take appropriate action.

Nice To Haves

Automotive dealership experience is preferred but not required.
Experience supporting an executive, department director, operations leader, service director, general manager, or similar senior leader is highly desirable.

Responsibilities

Manage the Fixed Operations Director's daily calendar, meetings, appointments, deadlines, and priorities.
Build a structured daily agenda for the Director.
Prepare and print the Director's daily management packet before the start of the business day.
Prepare KPI reports and spreadsheets for Service, Parts, BDC, Mobile Service, Warranty, Internal, and other Fixed Operations departments.
Gather information from department managers and organize it into concise management reports.
Track commitments made during meetings and ensure appropriate follow-up occurs.
Maintain a running list of outstanding projects, assignments, deadlines, and unresolved issues.
Prepare materials for daily morning huddles and management meetings.
Keep recurring meetings scheduled and coordinate with managers to ensure necessary information and materials are prepared.
Take notes during key meetings and distribute clear action items afterward.
Track responsibility and completion dates for action items.
Follow up with department managers regarding outstanding or overdue assignments.
Maintain departmental scorecards and performance dashboards.
Update Excel spreadsheets and management reports.
Identify missing information or unusual KPI movement and bring it to the Director's attention.
Organize documents, reports, emails, schedules, and departmental information for efficient retrieval.
Assist with communication between the Fixed Operations Director and Service, Parts, BDC, Accounting, Sales, and senior leadership.
Help coordinate training, employee meetings, vendor meetings, and operational projects.
Maintain confidentiality regarding employee, financial, operational, and company information.
Prepare a concise daily operating packet for the Fixed Operations Director, which may include previous-day repair orders (Customer-pay, Warranty, Internal), outstanding projects, today's meetings, today's priorities, and items requiring Director follow-up.