Parts Counter Associate

Job brief

As a Secretary you will assume the duty of clerical and administrative support in order to optimize workflow procedures in the office.

You will assist colleagues and executives by supporting them with planning and distributing information.

You will be the point of reference for all queries, requests or issues and will be an integral part of the company’s workforce.

Job Description:

Supports Mechanic Shop Operations with Scheduling, Customer Service, Inventory and Account Management, Clerical Duties and Reporting.

ESSENTIAL DUTIES

• Essential Duties include the following. Other duties may be assigned.
• Answers incoming phone calls in a prompt, polite, professional manner.
• Answers email and telephone inquiries regarding service appointments and work in process.
• Schedules service appointments, shuttling, obtains driver/supervisor and vehicle information prior to arrival when possible.
• Greets drivers in a timely, friendly manner and obtains vehicle information.
• Writes up vehicle concerns accurately and clearly on repair order.
• Refers to service history and inform driver/supervisor of additional needed service.
• Work with lead technician to establish “promised time”.
• Notifies lead technician of incoming work and scheduled appointments.
• Checks on progress of repair(s) throughout the day. Contacts driver/supervisor regarding any changes in the promised time, explain time requirements in detail, and gets proper authorization before any additional repairs are performed.
• Reviews repair orders to ensure that work is completed and additional work and authorization is noted. Closes repair order as appropriate.
• Provides a timely daily work in progress (WIP) and keeps the manager informed.
• Works with lead technician to create parts purchase orders.
• Works with lead technician to monitor parts inventory and monthly physical part inventory. Make any adjustments needed in system.
• Works with vendors to perform needed services. Follow all repair order processes in system.
• Orders/purchase office supplies.
• Maintains office equipment (i.e., copiers, printers, fax machines, etc.). Trains personnel in its use and troubleshoots problems.
• Assists in computer training as directed by the Sr. manager.
• Handles special clerical projects as instructed by the manager
• Controls all posted documents, including time records, vehicle records and changes to parts inventory.
• Files all documents.
• Prepares and sends out invoices for payment.
• Maintains high customer satisfaction standards.
• Maintains a professional appearance.
• Keeps work area clean and organized

Qualifications
Qualifications: High School Diploma or equivalent required. required. Automotive experience preferred. Valid driver’s license and safe driving record required. Excellent communication and organizational skills required.

Must be able to use general office equipment (i.e., copier, fax machine, etc.).

Ability to sit or stand for prolonged periods of time.

Responsibilities

• Answer phone calls and redirect them when necessary
• Manage the daily/weekly/monthly agenda and arrange new meetings and appointments
• Prepare and disseminate correspondence, memos and forms
• File and update contact information of employees, customers, suppliers and external partners
• Support and facilitate the completion of regular reports
• Develop and maintain a filing system
• Check frequently the levels of office supplies and place appropriate orders
• Make travel arrangements
• Document expenses and hand in reports
• Undertake occasional receptionist duties

Requirements

• Proven work experience as a secretary or administrative assistant
• Familiarity with office organization and optimization techniques
• High degree of multi-tasking and time management capability
• Excellent written and verbal communication skills
• Integrity and professionalism
• Proficiency in MS Office
• Operations of QuickBooks
• High school diploma

Job Type: Full-time

Pay: $12.25 - $15.00 per hour

Schedule:

• 8 hour shift

Work Location: In person

Salary : $12 - $15