Job Description

The Office Administrator is responsible for supporting daily administrative operations within an auto glass branch and calibration center. This role ensures efficient coordination of customer service, scheduling, billing, and documentation while maintaining accurate records and supporting both warehouse and technician teams. The Office Administrator serves as a key point of contact for customers, vendors, and internal staff, helping to ensure smooth workflow, timely service delivery, and a high level of customer satisfaction.

Key Responsibilities & Duties:

This position is part-time.

• Serve as the primary administrative support for branch operations, including answering phones, responding to emails, and greeting customers in a professional manner.
• Coordinate and schedule auto glass installations, repairs, and ADAS calibration appointments.
• Process work orders, invoices, and payments accurately and in a timely manner.
• Maintain and update customer records, insurance information, and job documentation in internal systems.
• Communicate with customers regarding appointment confirmations, updates, and service follow-ups.
• Support technicians and warehouse staff by preparing job packets, verifying parts availability, and ensuring documentation is complete.
• Assist with inventory tracking, ordering office supplies, and coordinating with vendors as needed.
• Ensure compliance with company policies, safety standards, and administrative procedures.
• Handle basic accounting tasks such as cash handling, daily deposits, and reconciliation support.
• Support reporting needs, including tracking key metrics such as job completion, customer satisfaction, and billing accuracy.
• Assist branch leadership with special projects, audits, and process improvement initiatives.

Qualifications & Skills:

• High school diploma or equivalent required; associate degree or administrative certification preferred.
• 2+ years of administrative, customer service, or office support experience (distribution, automotive, or service industry preferred)
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office (Word, Excel, Outlook) and ability to learn internal systems. (e.g., scheduling, invoicing, HRIS).
• Detail-oriented with strong data entry accuracy and problem solving skills.
• Ability to work collaboratively with cross-functional teams (technicians, warehouse, management)
• Customer-focused mindset with a professional and courteous demeanor.
• Basic understanding of billing, invoicing, or insurance claims processes is a plus.

Work Environment & Physical Requirements (if applicable)

• Primarily office-based within a warehouse/distribution and automotive service environment.
• Frequent interactions with customers, technicians, and warehouse personnel in a fast-paced setting.
• May be exposed to moderate noise levels and varying temperatures typical of a warehouse or service center.
• Ability to sit for extended periods while working on a computer, with occasional standing, walking, and light lifting. (up to 20 lbs)
• Occasional need to move between office, warehouse, and service/calibration areas.
• Must be able to maintain focus and accuracy in a busy, customer-facing environment.

Benefits & Compensation:

• 401(k) retirement plan with company match.

Compensation: $19.00/hr