Repair Shop Administration Assisant

Guardian Fleet Services; Louisville (KY); On-site; USD 22,000 - 30,000; Full time

Benefits offered by this job

Paid Time Off & Paid Holidays

401(k) Plan

Life and AD&D

Short Term Disability

Long-Term Disability

Hospital Indemnity

Cancer plan

Employee Assistance Program

Employee Referral Bonus

Job summary

Guardian Fleet Services in Louisville, KY, seeks a Repair Shop Administration Assistant to provide administrative, data entry, and parts support to the repair and towing operations team. The role collaborates with the Diesel Mechanic Manager to order parts and maintain repair documentation.

You will manage work orders, invoices, labor hours, and inventory records, assist with scheduling, and communicate with vendors and customers while ensuring accurate records and compliance with company

Qualifications

• Experience in data entry, admin, customer service or trucking industry preferred.
• Ability to learn TM360 and shop management software systems.
• Knowledge of trucking and heavy‑duty vehicle parts preferred.
• Experience with parts ordering, inventory control, or purchasing is a plus.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Effective verbal and written communication skills.
• Basic knowledge of vehicle repair terminology preferred.

Responsibilities

• Enter and maintain fleet, vendor, repair, and towing records in company software systems.
• Create and update work orders, repair estimates, and invoices.
• Record labor hours, parts usage, and service information for repair jobs.
• Verify accuracy of documentation and keep records complete and up to date.
• Assist with researching, ordering, and tracking parts for repairs and maintenance.
• Enter purchase orders, parts receipts, inventory transactions, and vendor information.
• Maintain parts inventory records and assist with inventory tracking and replenishment.
• Communicate with vendors regarding parts availability, pricing, and delivery status.
• Maintain organized digital and physical filing systems.
• Answer phones and direct inquiries to appropriate personnel.
• Coordinate communication between technicians, drivers, vendors, and staff.
• Process customer paperwork, service authorizations, and payment records.
• Assist with scheduling repairs and towing services.
• Ensure compliance with company documentation policies.
• Perform general clerical and administrative duties as assigned.

Skills

Data entry

Administrative support

Customer service

Communication skills

Attention to detail

Time-management

Prioritization

Vehicle terminology

Tools

TM360

Shop management software

Job description

Location: Louisville, KY

Job Id:1706-Suburban

# of Openings:1

Position Summary

The Repair Shop Administration Assistant is responsible for providing administrative, data entry, and parts support to the repair and towing operations team. This position works closely with the Diesel Mechanic Manager to assist with ordering parts, entering purchase and inventory information, maintaining repair documentation, and supporting daily shop operations. The role ensures accurate documentation of repair orders, fleet records, invoices, and parts inventory while contributing to efficient shop workflow. Knowledge of trucking and heavy‑duty vehicle parts is helpful. The ideal candidate is detail‑oriented, organized, and able to work effectively in a fast‑paced environment.

Responsibilities

• Enter and maintain accurate fleet, vendor, repair, and towing records in company software systems.
• Create and update work orders, repair estimates, and invoices.
• Record labor hours, parts usage, and service information for repair jobs.
• Verify the accuracy of documentation and ensure all records are complete and up to date.
• Assist the Diesel Mechanic Manager with researching, ordering, and tracking parts for repair and maintenance needs.
• Enter purchase orders, parts receipts, inventory transactions, and vendor information into company systems.
• Maintain parts inventory records and assist with inventory tracking and replenishment.
• Communicate with vendors regarding parts availability, pricing, and delivery status.
• Maintain organized digital and physical filing systems.
• Answer phones and direct customer inquiries to appropriate personnel.
• Coordinate communication between technicians, drivers, vendors, and office staff.
• Process customer paperwork, service authorizations, and payment records.
• Assist with scheduling repairs and towing services.
• Ensure compliance with company policies regarding documentation and recordkeeping.
• Perform general clerical and administrative duties as assigned.

Qualifications

• Previous data entry, administrative, customer service, automotive, diesel repair, or trucking industry experience preferred.
• Ability to learn and effectively use shop management, inventory, and towing software systems, including TM360.
• Knowledge of trucking, diesel, and heavy‑duty vehicle parts is preferred.
• Experience with parts ordering, inventory control, or purchasing processes is a plus.
• Excellent attention to detail and accuracy.
• Strong organizational and time‑management skills.
• Ability to prioritize multiple tasks in a fast‑paced environment.
• Effective verbal and written communication skills.
• Basic knowledge of vehicle repair terminology is preferred.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to lift up to 25 pounds occasionally.
• Ability to work in an office, garage, and shop environment with regular exposure to vehicle repair activities, equipment, noise, dirt, grease, and varying temperatures.
• Ability to move safely throughout the repair shop and parts storage areas.

Benefits Offered:

• Paid Time Off & Paid Holidays
• $15K Employer paid Life and AD&D
• 401(k) Plan
• Short Term Disability &Long-Term Disability
• Hospital Indemnity
• Cancer plan
• Employee Assistance Program
• Employee Referral Bonus

EEOC Policy Statement-We are an Equal Opportunity Employer and are committed to building a diverse and inclusive workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other protected status under applicable federal, state, or local laws.

We believe that diversity strengthens our organization and are dedicated to providing a workplace free of discrimination, harassment, and retaliation. Employment decisions are based on qualifications, merit, and business needs.