Mechanic Shop Administrator

About the role

ADESA, a Carvana-owned company, provides a wide range of vehicle services including repair, reconditioning, and auction remarketing. This role involves providing critical administrative support to the mechanical, body, and detail shop operations.

Responsibilities

• Execute daily shop administrative functions, including entering repair orders, posting vehicle completions, and ensuring data integrity across all internal systems.
• Maintain accurate records for vehicle repairs, reconditioning services, and detail completions. Ensure all customer charges are submitted promptly and accurately.
• Communicate cross-functionally with other departments to prepare for production flow, assist in tracking deadlines, and coordinate upcoming auction requirements.
• Monitor inventory levels of shop supplies and parts. Assist in ordering and maintaining necessary materials to ensure uninterrupted shop operations.
• Run and prepare reports to monitor production volume, inventory status, and shop efficiency for management review.
• Act as a professional point of contact for customer inquiries regarding vehicle status or repair documentation. Coordinate with the front office for billing and reconciliation tasks.
• Verify that all vehicle announcements and reports are accurate for pre-sale and that shop completions are properly recorded in the system.
• Ensure all administrative activities follow company safety protocols and policy guidelines.
• Perform any other duties assigned by the designated manager.

Skills and Attributes

• Organizational Excellence: Highly organized with a systematic approach to managing multiple administrative tasks simultaneously.
• Detail-Oriented: Strong attention to detail with a focus on data accuracy and process integrity.
• Communication: Excellent verbal and written communication skills to effectively interact with shop technicians, leadership, and customers.
• Problem Solving: Proactive in identifying administrative bottlenecks and informing leadership of potential solutions to improve shop workflow.
• Adaptability: Ability to excel in a high-volume, fast-paced auction environment.
• Technical Literacy: Proficiency with computer systems, inventory applications, and Microsoft Office (Excel, Word).

Qualifications

• High School diploma or GED required.
• Experience: 1–3 years of administrative experience required; previous auction, mechanical shop, or reconditioning experience is a plus.
• Systems Proficiency: Strong proficiency in data entry and the ability to learn internal shop management and billing software.

Requirements

• Must be at least 18 years of age with a valid driver's license that meets requirements.
• Driving Ability: Able to safely drive a variety of vehicle makes, models, and sizes for occasional lot coordination.

Benefits and Perks

• Competitive Pay
• Quality Benefits
• Holiday and Paid Time Off
• Educational and Equipment Reimbursement Programs
• Matching 401(k)
• Career Path Opportunities
• And More!