Front Desk Operations Coordinator

Administrative Assistant

We are a professional diagnostics company for the automotive industry here in the pacific northwest. The heart of our business is the growing relationship between us and our local business to business customers. We listen, ask questions, customize solutions, and care about the outcomes of each car that passes through our facility documenting the process along the way. We want to be the solution to the cars that need the extra attention to detail. We have a passion to continue to grow our relationships within the industry with transparent communications, appreciation and respect, and while also doing right for our customers.

We are still growing. Our business has been around for 26 years, however we do change along with the automotive industry around us. We are seeking for a bright and self-motivated administrative assistant to help support our team. This role requires great attention to detail, superior organizational skills, and professionalism in dealing with estimators and clients within the industry, a great sense of humor is a bonus.

The successful candidate will be able to complete projects and tasks with little or no supervision, react with quick turnaround times on urgent situations, and is self-motivated. They will also enjoy working with a small team of passionate individuals committed to being the solution that the automotive industry needs.

What We Look For.

● Experienced. 2+ years of experience in a relevant environment of work.

● Strong Communicator. You have strong verbal, written, and interpersonal communication skills.

● Detail-oriented. You have impeccable documentation skills uploading and invoicing, will not let anything slip through the cracks.

● Flexible. You are able to adapt and move in an ever-changing industry.

● Service Minded. You demonstrate a strong ability to deliver superior customer service to both our team and our clients. You showcase our values and culture.

● Strong Technical Aptitude. You have the ability to take on technical tasks with little direction. You also have a strong proficiency with Microsoft Office (Word, Excel, Sharepoint) and are able to learn technology quickly.

● Proactive Problem Solver. You are an analytical thinker able to remain a step ahead, foreseeing potential problems and solutions, providing assistance before/when it is necessary.

● Trustworthy. You have a high level of integrity and discretion, and you can be dependable among expensive equipment.

● Driven and Resourceful. You thrive when given a lot of responsibility and have the ability to manage multiple tasks without supervision. You will be endlessly resourceful to get things done.

● Eager. We want someone to start ASAP!

What You Will Be Doing.

● We are Monday thru Friday 8am - 5pm with a 1 hour lunch. 

● Manage complex calendar and scheduling requirements for team members.

● Answer phones, direct calls, take messages, email, and check voicemails.

● Write invoices and estimates for team members out in the field.

● Act as a professional liaison, resource, and first point of contact for our customers.

● Proactively coordinate and engage with leadership in planning and scheduling calendars for team members.

● Organize and maintain the office space.

● Maintain client contact information database.

● Consistently monitor outgoing information requests to clients and send reminders.

● Conduct organized scanning, filing, and file set up for incoming and outgoing cars.

● Acknowledge incoming information from customers and update data portal, calendar, and schedule accordingly.

● Casual office and shop environment.

How You Will Be Compensated.

● Hourly $20-25

● Medical reimbursement 

● PTO

● Sick leave.