Shop Office Specialist
About The Position
The Shop Office Specialist serves as a key point of coordination between customers, the Fleet Manager, and the service team. This office-based role supports daily shop operations by managing customer communications, scheduling services, and helping ensure efficient workflow. It is not a technical position, but it requires strong organizational skills and a working understanding of automotive and diesel service processes. The role also involves frequent coordination with the Fleet Manager, mechanics, and other shop staff, along with occasional exposure to shop-floor conditions and the required use of appropriate PPE.
Requirements
- Strong communication and customer service skills.
- Ability to multitask and prioritize in a fast-paced environment.
- Basic understanding of vehicle service terminology, including diesel and/or automotive terminology.
- Proficiency with scheduling systems, phone systems, and standard office software.
- Organization and attention to detail.
- Time management and coordination skills.
- Team collaboration skills.
- Ability to identify problems and escalate them appropriately.
Nice To Haves
- Previous experience in a service, administrative, or automotive shop environment.
Responsibilities
- Answer and manage incoming customer calls, provide general service information, and direct inquiries appropriately.
- Screen customer concerns to identify service needs and prioritize urgent or DOT-related issues.
- Schedule service appointments for diesel trucks, fleets, cars, and light-duty trucks.
- Coordinate with the Fleet Manager and technicians to align schedules with shop capacity and workload.
- Communicate appointment details, service status, and timelines clearly to customers.
- Assist in maintaining service records, work orders, and customer information.
- Support compliance-related communication for DOT-regulated vehicles as directed.
- Maintain a professional and organized front-office environment.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
