Shop Office Specialist

Best-Oil-LLC; Eden Valley (MN); On-site; USD 38,000 - 52,000; Full time

Job summary

Best-Oil-LLC is seeking a Shop Office Specialist to serve as the primary liaison between customers, the Fleet Manager, and the service team. You will organize daily shop operations, manage communications, schedule diesel and automotive services, and help keep records up to date.

The role requires strong organizational skills, excellent communication, and the ability to multitask in a fast-paced environment while maintaining a professional front office and coordinating with shop staff.

Qualifications

• Strong organizational skills and attention to detail.
• Exemplary customer service and communication, with ability to multi-task.

Responsibilities

• Answer and manage incoming customer calls and direct inquiries.
• Schedule service appointments and coordinate with Fleet Manager and technicians.
• Maintain service records and customer information; ensure professional front-office operations.

Skills

Organization

Customer service

Scheduling

Communication

Team collaboration

Tools

Scheduling software

Phone systems

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