Part-Time Shop Administrator (Service Shop)

North40 Outfitters•Great Falls, MT

12h•Onsite

About The Position

North 40 Outfitters is a company rooted in the Northwest, driven by passion, dedication, and a strong connection to community. Their values include embracing authenticity, encouraging transparency, promoting learning, building trust, earning respect, delivering value, and serving customers. The company is seeking a Part-Time Service Shop Administrator to support its Service Shops. This role is crucial for ensuring accurate administrative processes, efficient workflow, and clear communication across sales, service, and parts departments. The administrator will handle service and repair billing, manage parts orders, track warranty claims, maintain service records, and coordinate communication with customers, vendors, accounting, and internal teams. The position requires strong attention to detail and organizational skills to ensure smooth departmental operations and excellent customer experience.

Requirements

Willingness to share credit, work with others in a team environment, and define success collectively rather than individually
Ability to take initiative, embrace change, and learn new things
Drive to be dependable, and to perform well against the expectations of the role
Administration or support experience and strong attention to detail
Ability to perform essential job functions with or without reasonable accommodation, including prolonged sitting; repetitive hand and keyboard use; frequent reaching at waist level; occasional bending, twisting, squatting, kneeling, climbing, balancing, and lifting or carrying up to 55 pounds; operation of standard office equipment

Responsibilities

Process service and repair billing, ensuring all parts and labor are billed prior to customer pickup
Maintain detailed records of service activity, warranties, and parts usage within internal systems and HubSpot
Organize and manage service-related documentation in compliance with company and vendor policies
Track departmental activity and assist with reporting for leadership as needed
Conduct and document monthly facility and safety inspections, supporting follow-up actions
Manage parts orders from placement through receipt, verifying accuracy and updating inventory records
Monitor parts usage, inventory levels, and cost allocation to support service and sales operations
Coordinate returns, exchanges, and vendor credits as necessary
Assist with inventory audits to ensure accuracy and minimize loss
Schedule equipment drop-offs, pickups, fleet services, and tire rotations, maintaining organized service calendars
Prepare parts and documentation in advance to support efficient service workflows
File, track, and manage warranty claims to ensure timely vendor resolution
Communicate with vendors regarding orders, shipping updates, discrepancies, and warranty issues
Process vendor invoices and partner with accounting to ensure accurate and timely payment
Provide professional customer support by responding to inquiries and sharing clear updates on service status, parts, and billing