Repair Shop Office Coordinator
About The Position
The Repair Shop Office Coordinator at the electric motor repair shop supports both front-line customer service and back-end repair shop operations. The primary focus of this role is customer service, repair job intake, invoicing, payment processing, accurate data entry, repair job records, customer follow-up, and customer reports. The position also provides administrative support with basic bookkeeping, petty cash, timecard entry, inventory accuracy, task routing, and shop coordination. This position serves as a communication hub between customers, the Repair Shop Manager, estimators, the shop foreman, mechanics, delivery personnel, vendors, sales, and accounting. The ideal candidate is dependable, detail-oriented, professional, organized, and comfortable managing multiple priorities in a busy repair shop office environment while responding to customer concerns professionally and helping keep the shop clean and organized as needed.
Requirements
- Strong customer service skills and the ability to communicate professionally with customers, vendors, coworkers, sales staff, accounting, and management.
- Ability to manage multiple priorities, interruptions, phone calls, counter traffic, job paperwork, and follow-up tasks in a fast-paced repair shop office environment.
- Strong attention to detail and accuracy with invoicing, payments, data entry, reports, timecards, petty cash, filing, scanning, and repair job records.
- Excellent professionalism, interpersonal skills, and ability to respond to customer questions, concerns, and complaints in a courteous manner.
- Proficiency in Microsoft Office, including Outlook, Excel, and Word.
- Proficiency in computer software used for accounting, invoicing, payment processing, and repair job processes.
- Ability to abide by all safety and environmental regulations.
- High school diploma or equivalent.
Nice To Haves
- Knowledge of industrial electric motor and pump application, repair, and maintenance.
- Knowledge of electrical parts inventory and the electrical industry.
- Experience in a repair shop, service department, parts counter, dispatch office, bookkeeping role, customer service office, industrial service environment, or similar setting involving repair shop workflow, service tickets, work orders, estimates, customer follow-up, invoicing, and payment processing.
- Experience working with sales and accounting.
- Experience with rigging, lifting heavy loads, and operating overhead cranes.
- Forklift operation experience.
Responsibilities
- Serve as the first point of contact for customers by greeting visitors at the front counter, assisting with job intake and service requests, and answering incoming phone calls.
- Assist with repair job intake by collecting and recording customer information, equipment details, nameplate information, photos, service requests, and other job documentation.
- Provide professional customer follow-up regarding will calls, quotes, purchase orders, job status, approvals, completion updates, pickups, deliveries, billing questions, complaints, and concerns.
- Invoice customers in the repair shop ERP accurately and in a timely manner, including entering invoice details into the corporate ERP.
- Receive cash and credit card payments, enter payments in both ERP systems, and apply customer payments to open invoices and customer accounts within the ERP system.
- Enter, update, and maintain repair job records, work orders, service tickets, customer files, and related documentation in company systems, spreadsheets, logs, or tracking tools.
- Coordinate with the Repair Shop Manager, estimators, shop foreman, mechanics, delivery personnel, vendors, sales, accounting, and customers to help track repair jobs from intake through estimate, approval, repair, completion, invoicing, and pickup or delivery.
- Follow up on open work orders, pending approvals, missing paperwork, incomplete billing information, customer questions, will calls, quotes, and purchase orders.
- Prepare and send customer reports as requested, including reports for alignment and vibration jobs, all 100+ HP motors, repair job details, service history, open job status, completed repairs, billing information, and other customer-related documentation.
- Maintain and update Excel reports for management.
- Provide basic bookkeeping and administrative support related to repair shop operations, including invoice documentation, vendor invoices, receipts, reconciliation support, and related paperwork.
- Enter mechanics' timecard details into the payroll.
- Track and reconcile the petty cash drawer.
- Load and unload customer equipment and assist with loading and unloading company trucks as needed.
- Occasional Saturday work may be required to catch up on duties, organizing the shop, and assist with cleaning.
- Perform all other duties assigned by management.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
