Shop Office Specialist

Best Oil LLC; Eden Valley (MN); On-site; USD 25,000 - 33,000; Full time

Job summary

Best Oil LLC is seeking a Shop Office Specialist to coordinate customer communications, schedule diesel truck and vehicle services, and support daily shop operations. The role emphasizes organization, multitasking, and clear communication with fleet managers and technicians.

This on-site position requires familiarity with automotive service processes and the ability to maintain accurate records while ensuring a professional front-office environment.

Qualifications

• Previous experience in a service, administrative, or automotive shop environment preferred.
• Strong communication and customer service skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Basic understanding of vehicle service terminology (diesel and/or automotive).

Responsibilities

• Answer and manage incoming customer calls, providing general service information and directing inquiries appropriately.
• Schedule service appointments for diesel trucks, fleets, and standard vehicles.
• Coordinate with Fleet Manager and technicians to align scheduling with shop capacity.
• Maintain service records, work orders, and customer information.
• Assist in maintaining a professional front-office environment.

Skills

Communication

Organization

Multitasking

Customer service

Team collaboration

Tools

Scheduling software

Phone system

Office software

Job description

Position SummaryThe Shop Office Specialist serves as a key point of coordination between customers, the Fleet Manager, and the service team. This role supports daily shop operations by managing customer communications, scheduling services, and ensuring efficient workflow. While not a technical position, it requires strong organizational skills and a working understanding of automotive and diesel service processes.Key ResponsibilitiesAnswer and manage incoming customer calls, providing general service information and directing inquiries appropriatelyScreen customer concerns to identify service needs and prioritize urgent or DOT-related issuesSchedule service appointments for diesel trucks, fleets, and standard vehicles (cars and light-duty trucks)Coordinate with the Fleet Manager and technicians to align scheduling with shop capacity and workloadMaintain clear communication with customers regarding appointment details, service status, and timelinesAssist in maintaining service records, work orders, and customer informationSupport compliance-related communication for DOT-regulated vehicles (as directed)Ensure a professional and organized front-office environmentQualificationsPrevious experience in a service, administrative, or automotive shop environment preferredStrong communication and customer service skillsAbility to multitask and prioritize in a fast-paced environmentBasic understanding of vehicle service terminology (diesel and/or automotive)Proficiency with scheduling systems, phone systems, and standard office softwareKey CompetenciesOrganization and attention to detailCustomer service orientationTime management and coordinationTeam collaborationProblem identification and escalationWorking EnvironmentOffice-based role with frequent coordination with Fleet Manager, Mechanics, and additional shop staffExposure to shop-floor environments while coordinating work, including contact with equipment, elevated noise levels, and potential chemical hazards; required use of appropriate PPE.Team collaborationProblem identification and escalation