Job Details

Job Title: Garage Parts and Service Administrative Assistant (GPSA)
Location: Wooster Motor Ways, located at 3501 W. Old Lincoln Way, Wooster, OH 44691
Reports To: Director of Fleet Maintenance

Job Summary: The GPSA Assistant is responsible for performing a variety of administrative tasks to support the daily operations of the garage or fleet maintenance department. This role involves handling office tasks, managing records, scheduling appointments, coordinating service requests, and ensuring smooth communication between internal and external departments and customers including Accounts Receivable and Payable duties.  The ideal candidate will possess strong organizational skills, attention to detail, and proficiency in office software (TMT/Dossier /GP)

Key Responsibilities:

1. Administrative Support:
   • Answer phone calls and respond to emails related to garage operations.
   • Maintain and organize electronic filing systems for service records, maintenance logs, and vehicle documentation.
   • Assist with inventory management of parts and supplies, ensuring that stock levels are maintained.
   • Prepare and process invoices, purchase orders, and other financial documents for internal and external customers
   • Maintain up-to-date records of scheduled repairs, inspections, and preventive maintenance tasks.
2. Customer Service:
   • Greet customers and assist with their inquiries about vehicle repairs or services.
   • Provide quotes, process work orders, and handle payment transactions.
   • Ensure a high level of customer satisfaction by addressing concerns or complaints in a timely manner.
3. Data Entry & Record Keeping:
   • Maintain accurate and up-to-date records of vehicle maintenance and repair histories.
   • Enter data related to parts inventory, vehicle registrations, and service details into company systems.
   • Generate and update regular reports, including work orders, service schedules, and financial summaries.
4. Communication & Liaison:
   • Serve as a point of contact between the garage staff and other departments, such as operations, HR, and AP/AR departments.
   • Ensure that all relevant information is communicated effectively and accurately to all parties involved.
5. Miscellaneous Tasks:
   • Assist with employee timekeeping and payroll processes if necessary.
   • Assist with the management of office supplies and equipment to ensure a smooth running of administrative processes.
   • Perform other duties as assigned by the Director of Fleet maintenance and/or appointed Manager.