Part-Time Shop Administrator (Service Shop) at North 40… · 3808 N…

Summary: North 40 Outfitters is a community-focused retail company looking to hire a Part-Time Service Shop Administrator. The role involves supporting the Service Shop through administrative processes, ensuring efficient workflow, and maintaining clear communication across various teams. Responsibilities: - Process service and repair billing - Manage parts orders - Track warranty claims - Maintain service records - Coordinate communication between customers, vendors, accounting, and internal teams - Accurately process repair orders and service invoices, ensuring all parts and labor are billed prior to customer pickup - Maintain detailed records of service activity, warranties, and parts usage within internal systems and HubSpot - Organize and manage service-related documentation in compliance with company and vendor policies - Track departmental activity and assist with reporting for leadership as needed - Conduct and document monthly facility and safety inspections, supporting follow-up actions - Manage parts orders from placement through receipt, verifying accuracy and updating inventory records - Monitor parts usage, inventory levels, and cost allocation to support service and sales operations - Coordinate returns, exchanges, and vendor credits as necessary - Assist with inventory audits to ensure accuracy and minimize loss - Schedule equipment drop-offs, pickups, fleet services, and tire rotations, maintaining organized service calendars - Prepare parts and documentation in advance to support efficient service workflows - File, track, and manage warranty claims to ensure timely vendor resolution - Communicate with vendors regarding orders, shipping updates, discrepancies, and warranty issues - Process vendor invoices and partner with accounting to ensure accurate and timely payment - Provide professional customer support by responding to inquiries and sharing clear updates on service status, parts, and billing - Ability to perform essential job functions with or without reasonable accommodation, including prolonged sitting; repetitive hand and keyboard use; frequent reaching at waist level; occasional bending, twisting, squatting, kneeling, climbing, balancing, and lifting or carrying up to 55 pounds; operation of standard office equipment Required Qualifications: - Willingness to share credit, work with others in a team environment, and define success collectively rather than individually - Ability to take initiative, embrace change, and learn new things - Drive to be dependable, and to perform well against the expectations of the role - Administration or support experience and strong attention to detail - Accurately process repair orders and service invoices, ensuring all parts and labor are billed prior to customer pickup - Maintain detailed records of service activity, warranties, and parts usage within internal systems and HubSpot - Organize and manage service-related documentation in compliance with company and vendor policies - Track departmental activity and assist with reporting for leadership as needed - Conduct and document monthly facility and safety inspections, supporting follow-up actions - Manage parts orders from placement through receipt, verifying accuracy and updating inventory records - Monitor parts usage, inventory levels, and cost allocation to support service and sales operations - Coordinate returns, exchanges, and vendor credits as necessary - Assist with inventory audits to ensure accuracy and minimize loss - Schedule equipment drop-offs, pickups, fleet services, and tire rotations, maintaining organized service calendars - Prepare parts and documentation in advance to support efficient service workflows - File, track, and manage warranty claims to ensure timely vendor resolution - Communicate with vendors regarding orders, shipping updates, discrepancies, and warranty issues - Process vendor invoices and partner with accounting to ensure accurate and timely payment - Provide professional customer support by responding to inquiries and sharing clear updates on service status, parts, and billing - Ability to perform essential job functions with or without reasonable accommodation, including prolonged sitting; repetitive hand and keyboard use; frequent reaching at waist level; occasional bending, twisting, squatting, kneeling, climbing, balancing, and lifting or carrying up to 55 pounds; operation of standard office equipment Required Skills: Service order processing, Service invoice processing, Parts order management, Warranty claims management, Service records maintenance, Inventory management, Use of HubSpot, Facility and safety inspections, Documentation management, Customer support Benefits: A competitive wage, A rewarding work environment, A phenomenal employee discount on all products North 40 sells