Job Description: Secretary at Mechanic Shop
Job Title: Secretary/Administrative Assistant
Location: Scotch Plains, New Jersey
Job Type: Full-time
Reports To: Shop Manager/Owner
Job Summary:
As a secretary at our mechanic shop, you will be responsible for providing administrative support to ensure efficient operation of the office. You will assist in daily office needs and manage our shop’s general administrative activities.
Key Responsibilities:
Customer Interaction: Greet and assist customers, answer phone calls, and respond to inquiries with professionalism and courtesy. Schedule appointments and maintain the shop's appointment calendar.
Administrative Support: Perform general clerical duties including data entry, filing, photocopying, scanning, and maintaining records. Manage incoming and outgoing correspondence (emails, letters, packages).
Inventory Management: Assist in maintaining inventory records and ordering office supplies as needed. Coordinate with suppliers and vendors for timely deliveries.
Billing and Invoicing: Prepare and process invoices, handle payments, and maintain accurate billing records. Coordinate with accounting to ensure all transactions are properly recorded.
Documentation and Reports: Prepare and format documents, reports, and presentations for management. Maintain accurate records of transactions, repairs, and customer information.
Shop Coordination: Assist mechanics and technicians by scheduling appointments, maintaining service records, and communicating effectively with the shop floor regarding customer needs.
Customer Service: Ensure a high level of customer satisfaction through effective communication and follow-up. Address customer concerns and escalate issues to management when necessary.
Compliance and Safety: Adhere to all company policies and procedures, including health and safety guidelines. Maintain confidentiality of sensitive information and ensure compliance with data protection regulations.
Requirements:
Proven experience as a secretary, administrative assistant, or relevant role.
Proficiency in MS Office (Word, Excel, Outlook) and familiarity with office equipment (e.g., printers, scanners).
Excellent organizational and multitasking skills with the ability to prioritize tasks.
Strong communication skills (verbal and written) with a customer service orientation.
Attention to detail and problem-solving skills.
High school diploma or equivalent; additional qualifications in office administration are a plus.
Preferred Qualifications:
Experience in a mechanic shop or automotive industry.
Knowledge of automotive terminology and repair processes.
Ability to work in a fast-paced environment and handle stressful situations calmly.
Working Conditions:
The role is based in an office environment within a mechanic shop.
May require occasional lifting of light to moderate objects.
Flexible hours may be required to accommodate shop operations and customer needs.
Application Instructions:
Please submit your resume and a cover letter detailing your relevant experience and why you are interested in working as a secretary at our mechanic shop. We look forward to reviewing your application and discussing how you can contribute to our team!
