Fixed Operations Administrative Assistant

Parks Motor Group of Gainesville; Gainesville (FL); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Health, dental, vision and more

401k retirement

Paid Time Off (PTO)

Employee discounts

Job summary

Parks Motor Group of Gainesville is seeking an exceptionally organized Fixed Operations Administrative Assistant / Operations Coordinator to work directly with the Fixed Operations Director. This is not a traditional admin role; you will become the backbone of the department, keeping priorities organized and ensuring the Director can lead service, parts, technicians, and drives.

Your daily tasks include managing calendars, preparing meeting materials, updating KPIs and dashboards, and

Qualifications

• Automotive dealership experience is preferred but not required.
• Experience supporting an executive or operations leader is highly desirable.
• Strong organizational and time-management skills.

Responsibilities

• Manage the Fixed Operations Director's daily calendar, meetings, appointments, deadlines, and priorities.
• Build a structured daily agenda for the Director.
• Prepare and print the Director's daily management packet before the start of the business day.
• Prepare KPI reports and spreadsheets for Service, Parts, BDC, Mobile Service, Warranty, Internal, and other Fixed Operations departments.
• Gather information from department managers and organize it into concise management reports.
• Track commitments made during meetings and ensure appropriate follow-up occurs.
• Maintain a running list of outstanding projects, assignments, deadlines, and unresolved issues.
• Prepare materials for daily morning huddles and management meetings.
• Keep recurring meetings scheduled and coordinate with managers to ensure necessary information and materials are prepared.
• Take notes during key meetings and distribute clear action items afterward.
• Track responsibility and completion dates for action items.
• Follow up with department managers regarding outstanding or overdue assignments.
• Maintain departmental scorecards and performance dashboards.
• Update Excel spreadsheets and management reports.
• Identify missing information or unusual KPI movement and bring it to the Director's attention.
• Organize documents, reports, emails, schedules, and departmental information for efficient retrieval.
• Assist with communication between the Fixed Operations Director and Service, Parts, BDC, Accounting, Sales, and senior leadership.
• Help coordinate training, employee meetings, vendor meetings, and operational projects.
• Maintain confidentiality regarding employee, financial, operational, and company information.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Calendars & Scheduling

KPI reporting

Data organization

Follow-up

Meeting preparation

Clear written communication

Job description

FIXED OPERATIONS ADMINISTRATIVE ASSISTANT / OPERATIONS COORDINATOR

Parks Motor Group of Gainesville
Ford | Lincoln | Hyundai

Parks Motor Group is seeking an exceptionally organized, proactive, and detail-oriented Fixed Operations Administrative Assistant / Operations Coordinator to work directly with our Fixed Operations Director.

This is not a traditional administrative assistant position.

We are looking for someone who can become the organizational backbone of our Fixed Operations department—keeping priorities organized, meetings prepared, deadlines tracked, KPIs updated, commitments followed through, and our Fixed Operations Director focused on leading the service departments, parts departments, technicians, advisors, and service drives.

The right person will make sure the Director walks into every day prepared.

Calendars organized. Meetings scheduled. Reports printed. KPIs updated. Follow-ups documented. Priorities clearly identified.

The goal is simple: remove administrative friction so our Fixed Operations Director can spend more time leading people, improving processes, increasing productivity, and growing the business.

WHAT WE OFFER

• Health, dental, vision and more


• 401k retirement


• Paid Time Off (PTO)


• Employee discounts

WHAT YOU WILL DO

You will work directly with the Fixed Operations Director to organize and coordinate the daily operation of multiple Fixed Operations departments.

Responsibilities include:

• Manage the Fixed Operations Director's daily calendar, meetings, appointments, deadlines, and priorities.


• Build a structured daily agenda for the Director


• Prepare and print the Director's daily management packet before the start of the business day.


• Prepare KPI reports and spreadsheets for Service, Parts, BDC, Mobile Service, Warranty, Internal, and other Fixed Operations departments.


• Gather information from department managers and organize it into concise management reports.


• Track commitments made during meetings and ensure appropriate follow-up occurs.


• Maintain a running list of outstanding projects, assignments, deadlines, and unresolved issues.


• Prepare materials for daily morning huddles and management meetings.


• Keep recurring meetings scheduled and coordinate with managers to ensure necessary information and materials are prepared.


• Take notes during key meetings and distribute clear action items afterward.


• Track responsibility and completion dates for action items.


• Follow up with department managers regarding outstanding or overdue assignments.


• Maintain departmental scorecards and performance dashboards.


• Update Excel spreadsheets and management reports.


• Identify missing information or unusual KPI movement and bring it to the Director's attention.


• Organize documents, reports, emails, schedules, and departmental information for efficient retrieval.


• Assist with communication between the Fixed Operations Director and Service, Parts, BDC, Accounting, Sales, and senior leadership.


• Help coordinate training, employee meetings, vendor meetings, and operational projects.


• Maintain confidentiality regarding employee, financial, operational, and company information.

THE DAILY MANAGEMENT PACKET

A major responsibility of this position will be preparing a concise daily operating packet for the Fixed Operations Director.

Depending on the department, this may include:

• Previous-day repair orders


• Customer-pay ROs


• Warranty ROs


• Internal ROs


• Outstanding projects


• Today's meetings


• Today's priorities


• Items requiring Director follow-up


• And more

Our expectation is that the Fixed Operations Director can arrive each morning, review the packet, quickly understand the state of the business, and immediately begin leading the departments.

YOU ARE THE RIGHT PERSON IF...

You are naturally organized.

You enjoy creating order when there are many moving pieces.

You are comfortable professionally following up with managers and senior leaders regarding commitments and deadlines.

You can work independently, anticipate routine administrative needs, and take appropriate initiative within the responsibilities of the position.

You can take information from multiple sources and turn it into a clean spreadsheet, report, calendar, checklist, or action plan.

You understand that details matter.

You consistently follow up on assignments, deadlines, and outstanding items.

You are comfortable working with numbers and performance metrics.

You can manage multiple projects while keeping assignments organized.

You communicate clearly and professionally.

You can appropriately prioritize time-sensitive matters and competing deadlines.

You take ownership of your responsibilities.

Most importantly, you are the type of person who recognizes when something within your area of responsibility needs attention and takes appropriate action.

REQUIRED SKILLS

Strong proficiency with:

• Microsoft Word


• Microsoft Excel (Spreadsheet creation and maintenance)


• Microsoft Outlook


• Calendars and Scheduling


• KPI reporting


• Data organization, task tracking


• Meeting preparation


• Clear Written communication


• Follow-up and accountability systems

Automotive dealership experience is preferred but not required.

Experience supporting an executive, department director, operations leader, service director, general manager, or similar senior leader is highly desirable.

WHAT SUCCESS LOOKS LIKE

The Fixed Operations Director spends less time behind a computer and more time in the service drives, shops, parts departments, and with employees.

Meetings happen when they are supposed to happen.

Managers understand their assignments and deadlines.

Reports are prepared before they are needed.

KPIs are visible every day.

Projects have owners and completion dates.

Commitments are followed through.

THE PERSON WE WANT

We are not looking for someone who simply waits for assignments.

We are looking for someone who can become a trusted administrative and operations coordinator to our Fixed Operations Director.

Someone who can anticipate routine needs and prepare information before it is requested.

Someone who can keep a complex operation organized while allowing the Director to spend more time leading employees, supporting managers, improving departmental performance, and serving our customers.

Parks Ford & Hyundai Gainesville is an Equal Opportunity Employer. We are a drug-free workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.