Fixed Operations Coordinator — Drive KPIs and Productivity

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

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