Shop Office Specialist

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

Job summary

Best Oil Company in Eden Valley, MN is seeking a Shop Office Specialist to coordinate 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.

You will handle scheduling, maintain service records, and support DOT-related communications in a busy shop environment. Strong communication and multitasking skills are essential, with prior experience in automotive shop

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.
• 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

Skills

Customer service

Scheduling experience

Office software

Communication skills

Multitasking

Tools

Scheduling software

Phone systems

Office software

Job description

Shop Office Specialist# 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