Shop Services Intake Clerk

Position: Shop Services Intake Clerk

Supervisor: Fleet Services Manager

Division: Reservation Services Administration

Department: Transportation

This position serves as the first point of contact for customers and plays a critical role in ensuring efficient communication between clients and technicians. The ideal candidate is organized, detail-oriented, knowledgeable about automotive services, and committed to delivering excellent customer service.

• Customer & Fleet Communication:
  Greet Tribal Members and Fleet operators professionally and assist with work orders/vehicle service requests
• Conduct intake accurately, documenting concerns
• Create work orders using shop management software
• Schedule appointments and coordinate workflow with Supervisor and KTTT Departments
• Communicate repair timelines
• Coordinate with front desk when loaner unit is needed, based on availability
• Maintain accurate records of vehicle services requested
• Answer phones, emails, and service requests in a timely manner
• Ensure a clean, organized, and professional front-office environment
• Listen carefully to vehicle issues and accurately document repair concerns
• Explain repair recommendations, timelines, and maintenance requirements per the Shop Supervisor & Shop Manager
• Maintain positive customer relationships through clear communication utilizing email correspondence

• Create and repair work orders accurately.
• Input vehicle information, mileage, VIN numbers, and service details into shop management systems.
• Correspond with front desk department for key return/check‑out.
• Explain repair recommendations, timelines, and maintenance requirements per Shop Supervisor/Shop Manager.

• Coordinate daily workflow between shop supervisor, technicians, and management.
• Schedule preventive maintenance and repair appointments with Tribal Members, FLEET Operators and GSA units.
• Assist with warranty documentation and vendor communication.

• Knowledge of heavy‑duty trucks, trailers, buses, or fleet vehicles preferred.
• Strong computer and data‑entry skills.
• Experience using shop management or fleet maintenance software preferred.
• Excellent communication and customer service skills.
• Previous experience in customer service or front desk operations preferred.
• Basic knowledge of automotive.
• Strong communication and interpersonal skills.
• Ability to multitask in a fast‑paced environment.
• Experience using computer systems and scheduling software.
• Professional appearance and positive attitude.
• Strong problem‑solving and conflict‑resolution abilities.
• Ability to explain technical information in customer‑friendly language.
• Team‑oriented mindset with strong organizational skills.
• Work order processing.
• Fleet maintenance coordination.
• Mechanical terminology understanding.
• Time management.
• Problem‑solving capabilities.
• Multitasking and prioritizing.

This position does not carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws.

Minimum Qualifications: High school diploma or graduation equivalent diploma (GED)

A combination of education, training, and experience that provides the required knowledge and abilities to perform position requirement. An example of this would be experience in operating a switchboard or PBX equipment, along with at least one year (1) clerical experience.

Preferred Qualifications: Experience in a mechanic shop, transportation fleet, diesel repair, or automotive service environment preferred.

KTTT recognizes preference for KTTT tribal members and qualified Native American tribal members including preferential treatment in recruitment, hiring, promotions, layoffs and reductions in force so long as they meet minimum job qualifications.