Shop Operations & Scheduling Coordinator

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

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