Job Description
Job Description
About the Role
We are a high-volume truck and mechanical shop seeking a reliable, detail-oriented Administrative Assistant / Shop Coordinator to support daily operations. This role is critical to keeping the shop organized, customers informed, and financial records accurate. You will work closely with the shop owner and serve as a key point of contact for customers, vendors, and shipping partners.
Key Responsibilities
Office & Customer Support
- Answer incoming phone calls and emails
- Coordinate with customers regarding appointment scheduling, timelines, billing, and follow-ups
- Oversee appointment tracking and scheduling via Google Calendar and oversee Google Workspace
- Collect payments and issue receipts
- Maintain clear, professional customer communication in English and Spanish
- Assist with any other day to day items that may arise
Invoicing, Payroll & Financial Tracking
- Prepare and send invoices
- Track incoming payments and outstanding balances
- Assist with payroll processing
- Maintain organized financial and administrative records
- Prepare a daily report of accounts payable and receivable/ jobs finished
- Prepare quarterly and annual administrative/financial reports
- Use QuickBooks for invoicing, payment tracking, and record keeping
Shipping & Parts Coordination
- Arrange shipping for parts and materials
- Track inbound and outbound shipments
- Coordinate with carriers and suppliers regarding hard part sales
- Maintain shipment tracking records and provide updates to customers and shop owner
Reporting & Coordination
- Provide daily operational reports to the shop owner
- Track shop activity, jobs in progress, and administrative priorities
- Assist with workflow organization and documentation
Qualifications
- Bilingual in English and Spanish (required)
- Previous experience as an administrative assistant, office manager, or shop coordinator
- QuickBooks experience highly preferred
- Strong organizational skills and attention to detail
- Comfortable handling payments, invoicing, and basic financial tracking
- Confident phone and email communication skills
- Ability to work independently and manage multiple tasks
- Experience in an automotive, truck, or mechanical shop environment is a plus
Schedule & Breaks
- Schedule: Monday–Thursday, 8:00 AM – 5:00 PM. Friday, 8:00-3:00 PM.
- Breaks, Either:
-
- 30-minute lunch + two 15-minute breaks, or
- 45-minute lunch + one 15-minute break
- Paid Time Off (PTO): Once the first year is completed, 5 days of PTO are available. After the second year is completed, 10 days of PTO are available.
Probationary Period
- This position includes a 90-day probationary period
- Performance, reliability, and role fit will be reviewed at the end of the probationary period
- Continued employment is contingent upon successful completion of this review
- Compensation adjustments or expanded responsibilities may be considered based on performance
Company-Paid Holidays
Eligible full-time employees receive company-paid holidays, which include:
- New Year’s Eve & New Year’s Day
- Good Friday
- Independence Day
- Labor Day
- Thanksgiving Day
- Noche Buena & Christmas Day
(Holiday schedule may vary year to year based on business needs.)
What We Offer
- Competitive pay at $23/hour
- Company-paid holidays
- Stable, long-term position
- Direct collaboration with shop ownership
- Hands-on role with real responsibility
- Respectful, small-team work environment
How to Apply
Please send your resume and a brief introduction outlining your experience and interest in the role. Include your email address and phone number.