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North 40 Outfitters - CSWW, Inc. · 6 hours ago

Service Shop Administrator

5109 Alaska Trail, Great Falls, MT 59405, USA

Full-time

Onsite

New Grad, Entry Level

North 40 Outfitters is a community-focused retail company dedicated to providing excellent customer service. They are seeking a Part-Time Service Shop Administrator to support their Service Shops by managing administrative processes, ensuring efficient workflows, and facilitating communication among various teams.

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Responsibilities

Process service and repair billing

Manage parts orders

Track warranty claims

Maintain service records

Coordinate communication between customers, vendors, accounting, and internal teams

Accurately process repair orders and service invoices, ensuring all parts and labor are billed prior to customer pickup

Maintain detailed records of service activity, warranties, and parts usage within internal systems and HubSpot

Organize and manage service-related documentation in compliance with company and vendor policies

Track departmental activity and assist with reporting for leadership as needed

Conduct and document monthly facility and safety inspections, supporting follow-up actions

Manage parts orders from placement through receipt, verifying accuracy and updating inventory records

Monitor parts usage, inventory levels, and cost allocation to support service and sales operations

Coordinate returns, exchanges, and vendor credits as necessary

Assist with inventory audits to ensure accuracy and minimize loss

Schedule equipment drop-offs, pickups, fleet services, and tire rotations, maintaining organized service calendars

Prepare parts and documentation in advance to support efficient service workflows

File, track, and manage warranty claims to ensure timely vendor resolution

Communicate with vendors regarding orders, shipping updates, discrepancies, and warranty issues

Process vendor invoices and partner with accounting to ensure accurate and timely payment

Provide professional customer support by responding to inquiries and sharing clear updates on service status, parts, and billing

Ability to perform essential job functions with or without reasonable accommodation, including prolonged sitting; repetitive hand and keyboard use; frequent reaching at waist level; occasional bending, twisting, squatting, kneeling, climbing, balancing, and lifting or carrying up to 55 pounds; operation of standard office equipment

Qualification

Administration experienceAttention to detailHubSpotCustomer supportTeamwork

Required

Willingness to share credit, work with others in a team environment, and define success collectively rather than individually

Ability to take initiative, embrace change, and learn new things

Drive to be dependable, and to perform well against the expectations of the role

Administration or support experience and strong attention to detail