Part-Time Shop Administrator (Service Shop)

North40 Outfitters•Spokane Valley, WA

3d•Onsite

About The Position

North 40 Outfitters is looking to hire a Part-Time Service Shop Administrator to join their team. This role is crucial for supporting the Service Shop by ensuring accurate administrative processes, efficient workflow, and clear communication across sales, service, and parts departments. The administrator will be responsible for processing service and repair billing, managing parts orders, tracking warranty claims, maintaining service records, and coordinating communication between customers, vendors, accounting, and internal teams. This position requires strong attention to detail and a commitment to organization to ensure the department operates smoothly and delivers an excellent customer experience. The role is part-time and requires the ability to work in the Spokane, WA Service Shop, Monday through Friday, between 8:00 a.m. and 5:00 p.m., with flexibility for occasional weekends or holidays as needed.

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

Accurately process repair orders and service invoices, 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.