Administrative Assistant / Part-Time Junior Service Advisor

Description:

Position Summary

We are seeking a reliable, detail-oriented Administrative Assistant with part-time Junior Service Advisor duties to support day-to-day operations in our heavy-duty truck repair business. This hybrid role serves as a key point of contact for customers, providing front-office administrative support while also assisting with service advising tasks such as quoting, scheduling, and coordinating repairs.

The ideal candidate is customer-focused, highly organized, proactive, and comfortable working in a fast-paced service environment that requires frequent communication with customers, technicians, and parts staff.

Requirements:

Key Responsibilities

Administrative & Office Support

• Answer, screen, and direct incoming phone calls in a professional and courteous manner
• Greet customers, drivers, vendors, and staff; maintain a welcoming and organized reception area
• Provide excellent customer service in person, by phone, and via email
• Perform general clerical duties including filing, scanning, photocopying, data entry, and email management
• Prepare, organize, and maintain documents, records, and correspondence
• Assist with incoming and outgoing mail and package handling
• Update internal databases, customer contact lists, and records as needed
• Support office operations, including supply ordering
• Assist with processing customer credits and tracking returns
• Provide administrative support to service, parts, and management teams as assigned

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Service Advisor Support (Part-Time)

• Serve as a point of contact for service customers, ensuring professional and timely communication
• Schedule repairs and coordinate work using internal planning boards and systems
• Speak with customers upon arrival to confirm scope of work
• Provide customers with updates on repair status
• Assist with opening work orders as needed
• Coordinate equipment return with technicians, foremen, parts planners, and service management to support efficient operations

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Key Traits for Success

• Strong decision-making and problem-solving abilities
• Excellent communication skills with the ability to balance customer needs and internal coordination
• Proactive, adaptable, and able to multi-task effectively
• High attention to detail and accuracy
• Ability to work within established processes while adapting to changing situations
• Professional demeanor with the ability to remain calm under pressure
• Interest in continuous improvement and finding more efficient ways of working

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Qualifications & Requirements

Required

• High school diploma or equivalent
• Pre-employment drug screen required; enrollment in random quarterly drug testing pool
• Strong verbal and written communication skills
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment
• Ability to maintain confidentiality and handle sensitive information

Preferred

• Previous experience in an administrative, receptionist, customer service, or service advisor role
• Experience in an automotive, truck, or equipment repair facility
• Working knowledge of heavy-duty truck maintenance, repair processes, and parts
• Experience with Fullbay or similar shop management software

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Physical Requirements

• Ability to sit, stand, and walk for extended periods
• Ability to lift up to 20 lbs occasionally for administrative duties
• Ability to lift up to 50 lbs regularly when assisting with service-related tasks
• Ability to work in a fast-paced, industrial office environment

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Work Environment

This position operates within a heavy-duty truck repair and parts sales facility, requiring regular interaction with mechanics, drivers, fleet managers, vendors, and parts suppliers. The role combines front-office administrative work with hands-on coordination in the service department.