Mechanic Shop Administrator

Carvana; United States; On-site; USD 25,000 - 26,000; Full time

Job summary

ADESA, a Carvana-owned company, is seeking an Administrative Operations Associate to support the mechanical, body, and detail shop teams. You will manage repair orders, keep records, and coordinate production flow in a fast-paced shop environment.

The role requires 1–3 years of admin experience, strong data skills, and a proactive, customer-focused mindset to ensure seamless shop operations and accurate billing documentation.

Qualifications

• High School diploma or GED required.
• 1–3 years of administrative experience; auction/shop experience is a plus.
• Must be 18+ years old with a valid driver's license.

Responsibilities

• Administrative Operations: enter repair orders, post vehicle completions, ensure data integrity across systems.
• Documentation & Records: maintain records for repairs, reconditioning, and detailing; ensure charges are submitted.
• Production Coordination: coordinate with departments to prep for production flow and upcoming auctions.
• Inventory & Supply Tracking: monitor shop supplies; assist in ordering materials.
• Reporting & Compliance Support: run reports to monitor volume, inventory, and efficiency.
• Customer & Admin Liaison: respond to inquiries; coordinate billing with front office.
• Quality Assurance: verify announcements and reports for pre-sale; ensure shop completions are recorded.
• Safety & Compliance: follow safety protocols in all admin activities.
• Other Duties: perform duties as assigned.

Skills

Organizational

Detail-oriented

Communication

Problem solving

Adaptability

Technical literacy

Education

High School diploma or GED

Tools

Microsoft Office

Shop management software

Billing software

Job description

Job Description

Pay Range: $18-$19 hourly

About Us

ADESA, a Carvana-owned company, currently operates in over 50 locations throughout the US. Our auto auctions, some up to 200 acres, provide a wide array of vehicle services, including repair, reconditioning, and auction remarketing, and many of our sites serve as market hub distribution centers. Our inventory comprises hundreds of thousands of vehicles across North America, from retail to commercial, OEM & more.

We work in a service industry and embrace a "we" versus "I" culture – help others, and they will help you. Our industry is fun, fast-paced, and competitive – and filled with the best people who are passionate about what they do.

We're excited about the future! As an industry leader, ADESA is poised for a multi-year expansion, including huge investments in facilities, massive sales growth, and an ever-increasing inventory of vehicles! We are looking for great people who want to take this journey with us! Get a sneak peek into life at ADESA!

Role and Team

• Reporting to the Reconditioning Manager or other designated leader, you will provide critical administrative support to the mechanical, body, and detail shop operations. This is a non-leadership administrative role that combines clerical functions to ensure maximum production and volume. You are responsible for maintaining accurate documentation, coordinating production flow, and serving as the primary administrative support point for the shop leadership team.

Responsibilities

• Administrative Operations: Execute daily shop administrative functions, including entering repair orders, posting vehicle completions, and ensuring data integrity across all internal systems.
• Documentation & Records: Maintain accurate records for vehicle repairs, reconditioning services, and detail completions. Ensure all customer charges are submitted promptly and accurately.
• Production Coordination: Communicate cross-functionally with other departments to prepare for production flow, assist in tracking deadlines, and coordinate upcoming auction requirements.
• Inventory & Supply Tracking: Monitor inventory levels of shop supplies and parts. Assist in ordering and maintaining necessary materials to ensure uninterrupted shop operations.
• Reporting & Compliance Support: Run and prepare reports to monitor production volume, inventory status, and shop efficiency for management review.
• Customer & Admin Liaison: Act as a professional point of contact for customer inquiries regarding vehicle status or repair documentation. Coordinate with the front office for billing and reconciliation tasks.
• Quality Assurance Support: Verify that all vehicle announcements and reports are accurate for pre-sale and that shop completions are properly recorded in the system.
• Safety & Compliance: Ensure all administrative activities follow company safety protocols and policy guidelines.
• Other Duties: Perform any other duties assigned by the designated manager.

Skills and Attributes

• Organizational Excellence: Highly organized with a systematic approach to managing multiple administrative tasks simultaneously.
• Detail-Oriented: Strong attention to detail with a focus on data accuracy and process integrity.
• Communication: Excellent verbal and written communication skills to effectively interact with shop technicians, leadership, and customers.
• Problem Solving: Proactive in identifying administrative bottlenecks and informing leadership of potential solutions to improve shop workflow.
• Adaptability: Ability to excel in a high-volume, fast-paced auction environment.
• Technical Literacy: Proficiency with computer systems, inventory applications, and Microsoft Office (Excel, Word).

Qualifications

• Education: High School diploma or GED required.
• Experience: 1–3 years of administrative experience required; previous auction, mechanical shop, or reconditioning experience is a plus.
• Systems Proficiency: Strong proficiency in data entry and the ability to learn internal shop management and billing software.
• Requirements: Must be at least 18 years of age with a valid driver's license that meets requirements.
• Driving Ability: Able to safely drive a variety of vehicle makes, models, and sizes for occasional lot coordination