Shop Operations Administrator in automotive service environment

Benefits:

• Employee discounts
• 401(k)
• 401(k) matching
• Competitive salary
• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Position Overview: The Automotive Operations & Systems Manager oversees shop management software, operational procedures, accounts payable, inventory control, customer communications, IT systems, and compliance. This role ensures streamlined processes across departments, supporting productivity, compliance, and customer service excellence.

Key Responsibilities:

• Create, update, and manage canned jobs based on operational needs.
• Implement and oversee inventory, vehicle inspection, and technician features within the software.
• Manage parts purchasing and inventory tracking.
• Handle close-of-day procedures, payment verification, and payroll reporting.
• Close accounts and develop policies for data retention and system transitions.

• Process and manage all payables in compliance with company policies.
• Ensure timely payment of invoices and statements.

• Respond promptly to online inquiries (e.g., Yelp, Google).
• Manage incoming emails, ensure proper distribution, and maintain communication records.

• Administer the loaner car program, including customer agreements, audits, and billing.
• Monitor tolls, citations, gas, cleaning, and damages.
• Oversee GPS tracking and staff training on procedures.

• Develop onboarding and ongoing training procedures.
• Create and enforce policies for customer communication, purchase orders, and data privacy.
• Train staff on software systems and shop procedures.

• Enforce purchase order policies for stock and supplies.
• Implement receiving processes for parts and materials.

• Process customer repair insurance claims.
• Manage warranty claims with vendors.

• Coordinate with CRM provider to optimize customer strategies.
• Track marketing, appointments, and communication metrics.
• Train users and gather platform feedback.

• Train staff on key software and tools, including shop management software, CRM, diagnostic tools, and remote access platforms.

• Manage IT assets and standardize equipment/software.
• Maintain and update diagnostic and tech tools.
• Implement QR code marketing and ensure system reliability.

• Ensure compliance with EPA and local regulations.
• Train staff on handling hazardous materials.
• Oversee disposal of regulated waste.

Qualifications:

• Strong technical and operational knowledge of auto repair shop functions.
• Experience managing business systems and workflows.
• Familiarity with CRM and shop management software.
• Excellent communication and organizational skills.
• Proven ability to train staff and implement procedures.
• Commitment to safety, compliance, and data integrity.