Shop Administrator (Parts & Service)- La Crosse
About The Position
For over 80 years, Airoldi Brothers has provided innovative truck leasing solutions to customers of all sizes-from small businesses to large fleets. We are a family-owned and operated company committed to exceptional customer service, teamwork, and making every employee feel like part of the family. Every member of our team plays a critical role in supporting our customers and keeping their fleets on the road. We are seeking a reliable, highly organized, and customer-focused Shop Administrator to support both our Service and Parts departments. This role combines service writing, parts coordination, and administrative shop support in a fast-paced diesel truck and trailer environment. This position includes a broad range of responsibilities across service, parts, and administrative functions. Flexibility, accountability, and a strong team mindset are essential. Duties may evolve based on shop and business needs.
Requirements
- High school diploma or GED required.
- Strong organizational skills with excellent attention to detail.
- Ability to multitask and work well under pressure in a fast-paced environment.
- Strong communication and interpersonal skills.
- Proficiency with basic computer systems (MS Office, Excel, Word) and willingness to learn service software.
- Valid driver's license required.
- Reliable, team-oriented, and committed to high-quality work.
Nice To Haves
- Previous experience in a service writer, parts associate, or similar role preferred.
- Diesel or heavy-duty truck knowledge strongly preferred (or willingness to learn).
- Mechanical knowledge or diesel engine familiarity (1+ year preferred).
- Experience in parts inventory, service writing, or fleet maintenance environment.
Responsibilities
- Serve as the primary liaison between customers, drivers, and the service department.
- Greet customers and gather detailed information regarding service needs.
- Create, manage, and update service orders with accurate job descriptions.
- Provide estimates, timelines, and repair updates to customers.
- Coordinate with service supervisors to schedule and prioritize repairs.
- Monitor repair progress and communicate status updates to customers.
- Handle incoming service calls, road rescue requests, and customer inquiries.
- Coordinate vehicle pickup and delivery to meet customer needs safely and efficiently.
- Address customer concerns professionally and escalate issues when needed.
- Maintain accurate parts inventory, including ordering, receiving, counting, and returns.
- Issue parts to work orders and ensure proper job costing and documentation.
- Rotate stock (first-in/first-out) and maintain organized inventory systems.
- Communicate daily with supervisors and technicians regarding parts needs and availability.
- Assist with invoicing and parts-related billing accuracy.
- Support organization and cleanliness of the parts room and shop supply areas.
- Maintain accurate records of service orders, parts usage, vehicle history, and customer interactions.
- Ensure work orders are completed accurately and in a timely manner.
- Support general office and shop administrative tasks as needed.
- Assist in maintaining an efficient, clean, and well-organized service department.
- Support overall fleet readiness and leasing operations through documentation accuracy.
Benefits
- 401(k) with matching
- Health, dental, vision, and life insurance
- Health Savings Account (HSA)
- Paid time off
- Employee assistance program
- Referral program
- Ongoing training and development
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
