Shop Administrator

Valorfleetservices; Warrenton (VA); On-site; USD 25,000 - 39,000; Full time

Job summary

Valor Fleet Services in Warrenton, VA seeks an Office Administrator/Service Writer to join our shop. You will greet customers and drivers, answer phones and the shop inbox, and capture vehicle details like VIN, mileage, and concerns. You’ll provide status updates and estimates to customers.

You will open, update and close repair orders, schedule PMs, track progress, manage parts, and prepare invoices. A high school diploma, 2+ years in office admin, and proficiency with Office or Google

Qualifications

• High school diploma or GED.

Responsibilities

• Greet walk-in customers and drivers; answer phones and the shop inbox.

Skills

Organization

Communication

Accuracy

Problem solving

Composure

Tech comfort

Education

High school diploma or GED

Associate degree in business or related field

Tools

Microsoft Office

Google Workspace

Fleetio

Tekmetric

Mitchell

Fullbay

Shop-Ware

QuickBooks

Job description

Description

Key responsibilities

Customer service and front office

• 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.

Work orders and scheduling

• Open, update and close repair orders in the shop management system.
• Schedule service appointments and preventive maintenance (PM) by bay and technician.
• Track open jobs, flag delays and keep the work board current.

Parts and inventory

• Source and order parts; get quotes and track backorders.
• Receive shipments, match them to packing slips and POs, and log them to work orders.
• Run periodic inventory counts and process core returns and warranty claims.

Billing and accounts

• Build invoices from closed work orders, checking labor hours, parts and fees.
• Process payments and send fleet account invoices.
• Reconcile daily receipts and pass AP/AR items to accounting.

Records and compliance

• Keep vehicle service histories, PM schedules and inspection records (e.g., DOT annual inspections) 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.

Office administration

• 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.

Working conditions

• Office-based, with regular trips onto the shop floor and yard.
• Exposure to shop noise, fumes and temperature changes when on the floor.
• Able to sit or stand for long periods and lift up to 25 lb (parts boxes, supplies).
• Safety glasses and closed-toe shoes required on the shop floor.

Compensation and benefits

• Pay range: [low] to [high] USD per hour, based on experience.
• Benefits: [health, dental, vision, 401(k), PTO, paid holidays — fill in].

Equal opportunity

Valor Fleet Services is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status or any other protected status under applicable law.

Requirements

Qualifications

Required

High school diploma or GED.

2+ years in an office administration, service writer or customer service role.

Working knowledge of Microsoft Office or Google Workspace (email, spreadsheets, documents).

Valid driver's license.

Preferred

Experience in an automotive, diesel or fleet repair shop.

Familiarity with shop management software (e.g., Fleetio, Tekmetric, Mitchell, Fullbay, Shop-Ware).

Basic understanding of vehicle systems, parts terminology and VIN decoding.

Bookkeeping or QuickBooks experience.

Associate degree in business or a related field.

Skills and competencies

Organization: juggles many open jobs, parts orders and customer calls without losing track.

Communication: explains repair status and costs clearly to customers; relays details accurately to technicians.

Accuracy: catches errors in invoices, part numbers and records before they cost money.

Problem solving: finds alternate parts or schedule fixes when a job stalls.

Composure: stays calm and courteous with frustrated customers and rush jobs.

Tech comfort: learns new software quickly and keeps data clean.