The Mechanical Shop Administrator supports daily operations of a high-volume reconditioning or mechanical shop by coordinating workflow, maintaining accurate records, managing repair orders, and ensuring vehicles move efficiently through the repair process. This role serves as a central point of communication between technicians, coordinators, vendors, and internal departments to ensure timely, accurate, and compliant completion of all work.
Key Responsibilities
Work Coordination & Shop Flow
- Assign repair work to technicians and monitor progress to ensure efficiency and productivity
- Track vehicle movement through the shop and confirm timely progression between stages
- Coordinate with internal teams and external partners to maintain workflow continuity
- Verify completion of all required work and confirm units are ready for next steps or delivery
Repair Order (RO) & Inventory Management
- Create, update, and close repair orders in shop management systems
- Ensure all work performed is properly documented and aligned with repair authorizations
- Maintain accurate vehicle records including condition reports, disclosures, and repair details
- Track parts orders, verify receipt of parts, and reconcile parts usage with repair orders
- Manage parts returns, obsolete inventory, and assist with inventory auditing processes
Parts & Vendor Coordination
- Order parts through approved systems and vendors
- Follow up on outstanding parts orders to avoid delays
- Coordinate with vendors for services, repairs, and rework when needed
- Review invoices and ensure accurate processing and documentation
Compliance & Quality Control
- Monitor recall status and ensure all required actions are completed and documented
- Maintain accurate maintenance and repair notes in internal systems
- Assist in warranty claim submissions and ensure compliance with guidelines
- Support audits and ensure data accuracy across systems
Reporting & Administrative Support
- Generate and maintain reports related to inventory, repair status, and shop productivity
- Support month-end processes, including inventory reviews and reconciliation
- Maintain organized documentation for all vehicles, repairs, and transactions
- Assist with tracking key performance metrics and operational KPIs
Communication & Coordination
- Act as liaison between technicians, coordinators, leadership, and administrative teams
- Provide status updates on vehicles, repairs, and parts availability
- Ensure clear and timely communication regarding delays, issues, or escalations
- Support customer or client requirements related to approvals, pricing, and documentation
Qualifications
Required
- High school diploma or equivalent
- 1–3 years of administrative or operations experience in an automotive, mechanical, or service environment
- Experience with shop management or inventory tracking systems
- Strong organizational and multitasking skills
- Attention to detail and accuracy in data entry and documentation
Preferred
- Experience in reconditioning, fleet operations, or high-volume service environments
- Familiarity with repair order processing and parts management
- Knowledge of basic vehicle maintenance and repair terminology
Key Competencies
- Strong time management and ability to prioritize tasks
- Effective communication and coordination skills
- Problem-solving and process improvement mindset
- Ability to work in a fast-paced, deadline-driven environment
- High level of accountability and attention to detail
Drug Testing:
To be employed in this role, you'll need to clear a pre-employment drug test. Cox Automotive does not currently administer a pre-employment drug test for marijuana for this position. However, we are a drug-free workplace, so the possession, use or being under the influence of drugs illegal under federal or state law during work hours, on company property and/or in company vehicles is prohibited.
Compensation:
Hourly pay rate is in the range of $18.17 - $27.31/hour. The hourly base rate may vary within the anticipated range based on factors such as the ultimate location of the position and the selected candidate’s knowledge, skills, and abilities. Position may be eligible for additional compensation that may include commission (annual, monthly, etc.) and/or an incentive program.
Benefits:
Employees are eligible to receive a minimum of sixteen hours of paid time off every month and seven paid holidays throughout the calendar year. Employees are also eligible for additional paid time off in the form of bereavement leave, time off to vote, jury duty leave, volunteer time off, military leave, and parental leave.
Applicants must currently be authorized to work in the United States for any employer without current or future sponsorship.
EOE, including disability/vets
