Dynamic Office & Fleet Coordinator

Glass Doctor Auto of Castle Rock; Carrollton (TX); On-site; USD 23,000 - 36,000; Full time

Job summary

Glass Doctor of North Texas is hiring an Office Administrator at our Carrollton location. The role handles payments, bookkeeping, fleet coordination, onboarding, IT support and general office operations in a fast-paced environment where processes are documented and you work with a supportive team.

You’ll deposit checks, manage petty cash, code receipts in QuickBooks, track vehicles, coordinate vendors, set up equipment for new hires and keep meeting spaces ready.

Qualifications

• 2+ years in office management, office administration or operations support
• Comfortable with bookkeeping basics: deposits, petty cash and receipts (QuickBooks is a plus)
• Comfortable with technology: Microsoft 365, iPads, and picking up new software quickly (we use ClickUp, ServiceTitan and Asset Panda)
• Fleet or vehicle coordination experience is a plus
• Valid driver's license and reliable transportation for occasional bank and errand runs
• Lift and carry up to 30 lbs; move around the office, shop and showroom

Responsibilities

• Scan and deposit customer checks daily and work through the payments-from-the-field list until every payment is accounted for
• Manage petty cash: pay out meeting and review money, keep a clear log, and reconcile it with our outside bookkeeping team
• Enter and code credit card receipts in QuickBooks
• Keep driver and vehicle assignments current in fleet tracking systems
• Move vehicles through our intake and disposal checklists: insurance, plates, toll tags, fuel cards, tracking devices
• Schedule repairs, recalls, tows and body shop visits with our fleet partners and shop team
• Work through the new-hire and termination checklists: set up iPads and laptops, assign equipment, collect returns
• Keep our asset inventory (iPads, laptops, uniforms) accurate in Asset Panda
• Be the first call for everyday tech issues like wifi, iPads and logins, and escalated to IT when needed
• Prep the weekly retail and specialist meetings: build the slide deck, set up the room, have payouts ready
• Order supplies and uniforms, and keep the office, breakroom and showroom stocked and in order
• Coordinate vendors for printers, alarms, internet and building maintenance across our five DFW locations
• Greet showroom walk-ins and help with customer pickups

Skills

Office management

Bookkeeping

Technology adaptability

Communication

Team collaboration

Tools

QuickBooks

Microsoft 365

iPads

ClickUp

ServiceTitan

Asset Panda

Job description

Glass Doctor of North Texas is hiring an Office Administrator at our Carrollton location. The role handles payments, bookkeeping, fleet coordination, onboarding, IT support and general office operations in a fast-paced environment where processes are documented and you work with a supportive team.

You’ll deposit checks, manage petty cash, code receipts in QuickBooks, track vehicles, coordinate vendors, set up equipment for new hires and keep meeting spaces ready.