ASSISTANT PARTS AND SERVICE DIRECTOR

Job Title: Assistant to the Parts and Service Director

Reports To: Parts and Service Director

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Job Summary:

The Assistant to the Parts and Service Director supports the director in overseeing the operations of the parts and service departments. This role focuses on ensuring day-to-day operational efficiency, assisting with training implementation, and providing continuity by temporarily filling vacant Service Manager or Service Advisor positions. The assistant works primarily within the dealership stores and service departments to ensure goals are met and processes are followed effectively.

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Essential Duties and Responsibilities:

Operational Support

• Assist the Parts and Service Director in executing strategies to achieve departmental goals and improve performance.
• Monitor and support the operations of parts and service departments across locations, identifying and addressing performance gaps.
• Collaborate with department managers to ensure compliance with dealership policies, manufacturer guidelines, and quality standards.

Training and Development

• Develop and implement training programs for Service Managers and Service Advisors, ensuring alignment with dealership standards.
• Conduct training sessions on customer service excellence, operational procedures, and warranty claim management.
• Regularly evaluate training effectiveness and provide feedback to ensure continuous improvement.
• Coordinate with vocational and technical schools to enhance recruitment and onboarding processes.

Temporary Fill-In Duties

• Step into the role of Service Manager or Service Advisor during periods of vacancy to maintain operations.
• Oversee service team activities, ensuring effective scheduling, repair order management, and adherence to customer satisfaction standards.
• Handle customer inquiries and complaints with professionalism when filling in for Service Advisors.

Customer Relations

• Assist in managing escalated customer complaints and provide timely, satisfactory resolutions.
• Support customer satisfaction initiatives, emphasizing repeat and referral business.

Administrative Assistance

• Maintain the schedule and workload of the Parts and Service Director, including meetings and deadlines.
• Assist in preparing budgets, financial reports, and departmental performance analyses.
• Coordinate and document departmental meetings, following up on action items as needed.

Quality Control and Efficiency

• Participate in quality assurance checks for service repairs and parts operations.
• Identify opportunities for operational efficiency, cost reduction, and improved service delivery.

Compliance and Reporting

• Ensure compliance with all federal, state, and local regulations, including OSHA and environmental standards.
• Support the processing of warranty claims and adherence to manufacturer policies and guidelines.

Inventory and Equipment Management

• Monitor parts inventory and procurement processes to ensure cost control and availability.
• Assist in evaluating tools and equipment to support operational excellence.

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Work Environment:

• This position is primarily based within dealership stores and service departments, requiring frequent interaction with teams on the shop floor.
• Travel between dealership locations is necessary to oversee operations, conduct training, and provide on-site support.
• Evening or weekend work may be required during peak periods or when filling in for management or advisory roles.

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Qualifications:

Education and Experience

• Associate’s degree in business administration, automotive technology, or a related field (or equivalent experience).
• 2–5 years of experience in an automotive service role, such as Service Advisor or Service Manager, is highly preferred.

Skills and Abilities

• Strong organizational and multitasking skills.
• Proficiency in dealership management software and Microsoft Office Suite (Excel, Word, PowerPoint).
• Excellent communication and interpersonal skills.
• In-depth knowledge of automotive service processes, customer service best practices, and compliance standards.

Problem-Solving Skills

• Ability to step into leadership roles with minimal notice, maintaining effective operations.
• Strong analytical skills to address customer concerns and operational challenges promptly.

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Disclaimer:

This job description outlines the primary responsibilities and qualifications for the Assistant to the Parts and Service Director role. Specific tasks and duties may evolve based on the needs of the dealership.

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This update emphasizes the assistant’s hands-on role in training, operations, and direct engagement within dealership departments. Let me know if you need further adjustments!

Qualifications:

Education and Experience

• Associate’s degree in business administration, automotive technology, or a related field (or equivalent experience).
• 2–5 years of experience in an automotive service role, such as Service Advisor or Service Manager, is highly preferred.

Skills and Abilities

• Strong organizational and multitasking skills.
• Proficiency in dealership management software and Microsoft Office Suite (Excel, Word, PowerPoint).
• Excellent communication and interpersonal skills.
• In-depth knowledge of automotive service processes, customer service best practices, and compliance standards.

Problem-Solving Skills

• Ability to step into leadership roles with minimal notice, maintaining effective operations.
• Strong analytical skills to address customer concerns and operational challenges promptly.

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