Shop Operations Administrator in an automotive service environment

Position Overview:
 The Automotive Operations & Systems Manager is responsible for overseeing shop management software, operational procedures, accounts payable, inventory control, customer communications, IT systems, and compliance. This role ensures streamlined processes across all departments, supporting productivity, compliance, and superior customer service.

Key Responsibilities:
1. Shop Management Software Oversight

Create, update, and manage canned jobs based on operational needs.

Implement and oversee inventory, vehicle inspection, and technician features within the shop management software.

Manage parts purchasing and inventory tracking via the software.

Handle close-of-day procedures, payment verification, and payroll detail reporting.

Close out accounts and develop policies for data retention and system transitions.

2. Accounts Payable

Process and manage all payables in compliance with company policies.

Ensure timely payment of all invoices and statements.

3. Customer & Communication Management
Respond promptly to online inquiries (e.g., Yelp, Google).

Manage incoming emails, ensure appropriate distribution, and maintain timely business management communication.

4. Loaner Car Program Oversight
Administer the loaner car program, including customer agreements, audits, and charge assessments.

Monitor tolls, citations, gas usage, cleaning, and damages for accurate billing.

Oversee GPS tracking and train staff on loaner procedures.

5. Policy & Training Development
Develop on-boarding and ongoing training procedures.

Create and enforce policies for customer communication, purchase orders, and data privacy.

Train staff on software systems and shop procedures.

6. Purchase Order & Inventory Control
Enforce strict purchase order policies for stock, supplies, and equipment.

Implement a structured receiving process for incoming parts and materials.

7. Claims & Warranty Processing
Process customer repair insurance claims.

Manage warranty claims with vendors (e.g., Worldpac, Technet).

8. CRM Platform Management
Coordinate with the CRM provider to optimize customer relationship strategies.

Track marketing campaigns, appointment follow-ups, and communication effectiveness.

Provide metrics and insights to management.

Train users and offer platform feedback for improvement.

9. Training & Software Support
Provide staff training on key software and tools, including:

Shop management software, CRM systems, texting platforms, and VOIP tools

Diagnostic tools: Toyota Techstream, Honda HDS, Launch, Identifix

Remote access and payroll: AnyDesk, ADP, Insperity

Website tools, WiFi systems, and digital platforms

CERS, FasTrack, GoDaddy (Poynt), Technet

10. Information Technology Oversight

Manage all IT assets (phones, laptops, printers).

Standardize and protect equipment/software.

Maintain and update tech tools such as battery testers and diagnostic devices.

Implement QR code marketing strategies and ensure system reliability.

11. Hazardous Materials Compliance

Ensure compliance with EPA, City of Berkeley, and Alameda County regulations.

Train staff on hazardous material handling and documentation.

Oversee the disposal of used oils, refrigerants, brake fluids, and other regulated waste.

Qualifications:

Strong technical and operational understanding of auto repair shop functions

Experience managing business systems and operational workflows

Familiarity with CRM and shop management software

Excellent communication and organizational skills

Proven ability to train staff and implement procedures

Commitment to safety, compliance, and data integrity