Shop Office Specialist

Best Oil Company; Minnesota; On-site; USD 28,000 - 33,000; Full time

Job summary

Best Oil Company is seeking a Shop Office Specialist in Eden Valley, MN to act as a key liaison between customers, the Fleet Manager, and the service team. This on-site role manages customer communications, schedules services, and helps ensure smooth shop operations.

You will support DOT-related compliance and keep service records updated. The ideal candidate has prior administrative or automotive shop exposure, strong communication, and the ability to multitask in a fast-paced environment while

Qualifications

• Previous experience in a service, administrative, or automotive shop environment preferred.
• Strong communication and customer service skills are essential.
• Ability to multitask and prioritize in a fast-paced environment.
• Basic understanding of vehicle service terminology (diesel and/or automotive).
• Proficiency with scheduling systems, phone systems, and standard office software.

Responsibilities

• Answer and manage incoming customer calls, providing general service information and directing inquiries appropriately.
• Screen customer concerns to identify service needs and prioritize urgent or DOT-related issues.
• Schedule service appointments for diesel trucks, fleets, and standard vehicles.
• Coordinate with the Fleet Manager and technicians to align scheduling with shop capacity.
• Maintain clear communication with customers regarding appointment details and service status.
• Assist in maintaining service records, work orders, and customer information.
• Support compliance-related communication for DOT-regulated vehicles as directed.

Skills

Communication skills

Customer service

Multitasking

Office software

Scheduling systems

Phone systems

Tools

Scheduling software

Phone systems

Office software

Job description

# Shop Office Specialist50EV - Eden Valley, MN 55329## OverviewSalary Range$20.00 - $24.00 HourlyPosition TypeFull Time## Description**Position Summary**The 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 Responsibilities*** Answer and manage incoming customer calls, providing general service information and directing inquiries appropriately* Screen customer concerns to identify service needs and prioritize urgent or DOT-related issues* Schedule 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 workload* Maintain clear communication with customers regarding appointment details, service status, and timelines* Assist in maintaining service records, work orders, and customer information* Support compliance-related communication for DOT-regulated vehicles (as directed)* Ensure a professional and organized front-office environment## Qualifications**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)* Proficiency with scheduling systems, phone systems, and standard office software---**Key Competencies*** Organization and attention to detail* Customer service orientation* Time management and coordination* Team collaboration* Problem identification and escalation**Working Environment*** Office-based role with frequent coordination with Fleet Manager, Mechanics, and additional shop staff* Exposure to shop-floor environments while coordinating work, including contact with equipment, elevated noise levels, and potential chemical hazards; required use of appropriate PPE.* Team collaboration* Problem identification and escalation