Fleet Shop Administrator & Service Coordinator

Aaron's Towing LLC; Warrenton (VA); On-site; USD 21,000 - 34,000; Full time

Job summary

Valor Fleet Services in Warrenton, VA, is seeking an office administrator/service writer to handle customer service, scheduling, invoicing, and records. You will greet customers, enter vehicle details, open and close repair orders, and coordinate parts with the shop.

The role requires strong organization and communication in a fast-paced shop environment. Experience in office software and automotive shop workflows is preferred.

Qualifications

• Required: High school diploma or GED; 2+ years in office administration or customer service.
• Preferred: Experience in automotive or fleet repair shop; familiarity with shop management software.
• Valid driver’s license and basic understanding of vehicle systems.

Responsibilities

• Greet walk-in customers and drivers; answer phones and the shop inbox.
• Check vehicles in and out, capturing unit number, VIN, mileage/hours and the reported concern.
• Give customers status updates, estimates and pickup times.
• Open, update and close repair orders in the shop management system.
• Schedule service appointments and PM by bay and technician.
• Track open jobs, flag delays and keep the work board current.
• Source and order parts; get quotes and track backorders.
• Receive shipments, match to packing slips and log to work orders.
• Run periodic inventory counts and process core returns and warranty claims.
• Build invoices from closed work orders, check labor hours, parts and fees.
• Process payments and send fleet account invoices.
• Reconcile daily receipts and pass AP/AR items to accounting.
• Keep vehicle service histories, PM schedules and inspection records complete and filed.
• Maintain technician time records, certifications and training files.
• Track shop compliance items such as hazardous waste manifests, SDS sheets and equipment inspections.
• Order office and shop supplies; manage vendor contacts.
• Prepare weekly reports on car count, revenue, open orders and parts spend for the Shop Manager.
• Support hiring paperwork and onboarding for new shop staff as needed.

Skills

Customer service

Communication

Organization

Problem solving

Attention to detail

Tech proficiency

Education

High school diploma

Associate degree

Tools

Fleetio

Tekmetric

Mitchell

Fullbay

Shop-Ware

Job description

Valor Fleet Services in Warrenton, VA, is seeking an office administrator/service writer to handle customer service, scheduling, invoicing, and records. You will greet customers, enter vehicle details, open and close repair orders, and coordinate parts with the shop.

The role requires strong organization and communication in a fast-paced shop environment. Experience in office software and automotive shop workflows is preferred.