Shop Administrator

Carvana; Grimes, Northern (IA, KY); Hybrid; USD 23,000 - 25,000; Full time

Benefits offered by this job

Quality Benefits

Holiday and Paid Time Off

Matching 401(k)

Career Path Opportunities

Education and Equipment Reimbursement

Job summary

ADESA, a Carvana-owned company, seeks an organized Administrative Assistant to support the mechanical, body, and detail shop operations. You will manage repair orders, document records, and coordinate production flow to keep auctions on track.

Ideal candidates have 1–3 years of administrative experience, strong data entry skills, and the ability to learn internal billing software. This full‑time role is based in Grimes, IA, with a focus on accuracy and reliability.

Qualifications

• Education: High School diploma or GED required.
• Experience: 1–3 years of administrative experience.
• Systems Proficiency: Strong data entry and ability to learn shop management and billing software.
• Requirements: Must be at least 18 with a valid driver's license.
• Driving Ability: Able to drive a variety of vehicles for occasional lot coordination.

Responsibilities

• Administrative Operations: daily shop admin tasks, entering repair orders, posting vehicle completions, and data integrity.
• Documentation & Records: maintain records for repairs, reconditioning, and detail completions; ensure customer charges are submitted promptly.
• Production Coordination: coordinate with departments to prepare for production flow and upcoming auctions.
• Inventory & Supply Tracking: monitor shop supplies and parts; assist in ordering and maintaining materials.
• Reporting & Compliance Support: run reports to monitor production and inventory for management.
• Customer & Admin Liaison: be a point of contact for inquiries; coordinate with front office for billing.
• Quality Assurance Support: verify announcements and shop completions are properly recorded.
• Safety & Compliance: ensure admin activities follow safety protocols.
• Other Duties: perform additional tasks as assigned.

Skills

Organizational skills

Detail oriented

Communication

Problem solving

Adaptability

Technical literacy

Job description

Pay Range: $17-$18 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.

ADESA Values

• Our Next Customer May Be Your Mom: Every customer deserves the same level of care and respect one would give to their own mother.
• We’re All in This Together: The company is unified by the shared goal of providing fantastic customer experiences, achieved through mutual trust, respect, and understanding.
• There Are No Sidelines: Employees are encouraged to be proactive, work hard, and take ownership of what needs to be done in a fast-paced environment.
• Be Brave: Employees should not fear taking risks, pushing themselves outside their comfort zones, or being decisive, even if they stumble along the way.
• Zag Forward: The company empowers creative and passionate thinking to find meaningful ways to be different and deliver amazing experiences.
• Don’t Be a Richard: A simple guiding principle to act appropriately and professionally.
• Stay Scrappy: This value rejects mediocrity and "good enough," pushing employees to do more with less to pass savings on to customers.

ADESA Benefits and Perks

Competitive Pay | Quality Benefits | Holiday and Paid Time Off | Education and Equipment Reimbursement Programs | Matching 401(k) | Career Path Opportunities | And More!

Other Requirements

To be able to do your job at ADESA, there are some basic requirements we want to share with you. Of course, we’ll make any reasonable accommodations for those with disabilities to perform the essential functions of their jobs.

• The physical activity requirements of the position range from Light to Medium Physical Work.
• • Constant - standing, watching, touching, listening, walking, talking
  • Frequent - bending, stooping, kneeling, lifting, grasping, pushing, pulling
  • Potential –running, jumping, yelling, or other rapid or forceful movement in emergencies
• Visual acuity requirements include color, depth perception, and field of vision comparable to definitions for Clerical, Administrative, and Machine Operators (including inspection) positions.

Physical Working Conditions

This position is subject to both inside and outside environmental working conditions, including temperature changes, outside weather conditions, slightly elevated ambient noise levels, and minor atmospheric conditions affecting skin or respiratory systems, such as fumes, odors, and dusts associated with internal and external service station/convenience food and petroleum dispensing operations.

To be able to do your job at ADESA, you must be able to read, write, speak, and understand English. Of course, we’ll make any reasonable accommodations for those with disabilities to perform the essential functions of their jobs.

Legal Stuff

Hiring is contingent on passing a complete background check. This role is not eligible for visa sponsorship.

ADESA is an equal employment opportunity employer. All applicants receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, marital status, national origin, age, mental or physical disability, protected veteran status, or genetic information, or any other basis protected by applicable law. ADESA also prohibits harassment of applicants or employees based on any of these protected categories.

Please note that this job description is not designed to contain a comprehensive listing of activities, duties, and responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.