Job Description

Job Overview

Purpose:
Serve as the primary customer contact and manage all administrative operations, including scheduling, estimates, billing, warranty processing, and U-Haul rental coordination.

Key Responsibilities:
Customer Service & Scheduling:
- Greet customers, answer calls, schedule appointments, and manage workflow.
- Open, track, and close repair orders with accurate information.
- Communicate repair details, estimates, and completion timelines to customers.
- Coordinate vehicle pickups, drop-offs, and U-Haul rentals.

Billing, Estimates & Records:
- Prepare detailed estimates and invoices.
- Process payments, refunds, and account adjustments.
- Maintain accurate customer and vehicle service histories.
- Order and track parts inventory, returns, and vendor credits.
- Support Owner with daily cash-out and reconciliation reports.
- Deposit checks and cash to the bank daily.

Warranty Management:
- Process and track parts and labor warranty claims.
- Communicate with vendors or manufacturers for approvals and follow-ups.
- Maintain warranty documentation for all claims and ensure compliance.

U-Haul Rental Operations:
- Manage the U-Haul reservation and return process.
- Verify customer identification and rental eligibility.
- Conduct pre- and post-rental inspections.
- Collect payments, mileage, and fuel charges.
- Reconcile daily rental and payment reports.

Administrative & Operational Support:
- Maintain organized filing systems and digital records.
- Assist with shop marketing or seasonal promotions (e.g., winter checkups, oil change specials).
- Support the Foreman and mechanics with parts, scheduling, and communication.

Requirements:
- Prior experience in auto shop admin or service writing preferred.
- Proficiency in shop management or POS software (e.g. AllData, Tekmetric) preferred.
- Strong customer communication and organizational skills.
- Experience (or willingness to learn) U-Haul system operations and/or other software.
- Basic bookkeeping or accounting skills a plus.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

Dental insurance Health insurance Paid time off Vision insurance
Education:

High school or equivalent (Required)
Experience:

Customer service: 2 years (Required) Accounting: 1 year (Preferred) Management: 1 year (Preferred)
Ability to Commute:

Hagerstown, MD 21740 (Required)
Ability to Relocate:

Hagerstown, MD 21740: Relocate before starting work (Preferred)
Work Location: In person