Repair Shop Office Coordinator

POSITION:
Repair Shop Office Coordinator

REPORTS TO: Manager

LOCATION: Fresno, CA

SALARY: $18.00 - $23.00/ per hour, DOE

Established in 1913, Electric Motor Shop is a premier electrical contractor, motor repair shop and electrical supply wholesale distributor. Our state‑of‑the‑art repair facility offers all levels of motor and pump repair, service, and rewinding, with 24‑hour service availability. Our supply division has one of the largest stocking warehouses in Central California. We also have a fully licensed professional contracting division capable of providing service for small to large industrial projects, including custom panel design and installation, PLC programming, AC drives, and transformer installations.

The Repair Shop Office Coordinator at the electric motor repair shop supports both front-line customer service and back-end repair shop operations. The primary focus of this role is customer service, repair job intake, invoicing, payment processing, accurate data entry, repair job records, customer follow-up, and customer reports. The position also provides administrative support with basic bookkeeping, petty cash, timecard entry, inventory accuracy, task routing, and shop coordination.

This position serves as a communication hub between customers, the Repair Shop Manager, estimators, the shop foreman, mechanics, delivery personnel, vendors, sales, and accounting. The ideal candidate is dependable, detail-oriented, professional, organized, and comfortable managing multiple priorities in a busy repair shop office environment while responding to customer concerns professionally and helping keep the shop clean and organized as needed.

• Serve as the first point of contact for customers by greeting visitors at the front counter, assisting with job intake and service requests, and answering incoming phone calls.
• Assist with repair job intake by collecting and recording customer information, equipment details, nameplate information, photos, service requests, and other job documentation.
• Provide professional customer follow-up regarding will calls, quotes, purchase orders, job status, approvals, completion updates, pickups, deliveries, billing questions, complaints, and concerns.
• Invoice customers in the repair shop ERP accurately and in a timely manner, including entering invoice details into the corporate ERP.
• Receive cash and credit card payments, enter payments in both ERP systems, and apply customer payments to open invoices and customer accounts within the ERP system.
• Enter, update, and maintain repair job records, work orders, service tickets, customer files, and related documentation in company systems, spreadsheets, logs, or tracking tools.
• Coordinate with the Repair Shop Manager, estimators, shop foreman, mechanics, delivery personnel, vendors, sales, accounting, and customers to help track repair jobs from intake through estimate, approval, repair, completion, invoicing, and pickup or delivery.
• Follow up on open work orders, pending approvals, missing paperwork, incomplete billing information, customer questions, will calls, quotes and purchase orders.
• Prepare and send customer reports as requested, including reports for alignment and vibration jobs, all 100+ HP motors, repair job details, service history, open job status, completed repairs, billing information, and other customer‑related documentation.
• Maintain and update Excel reports for management.
• Provide basic bookkeeping and administrative support related to repair shop operations, including invoice documentation, vendor invoices, receipts, reconciliation support, and related paperwork.
• Enter mechanics' timecard details into the payroll.
• Track and reconcile the petty cash drawer.
• Load and unload customer equipment and assist with loading and unloading company trucks as needed.
• Occasional Saturday work may be required to catch up on duties, organizing the shop, and assist with cleaning.
• Safely drive company vehicles as needed to support shop operations, including local pickups, deliveries, errands, and moving or parking company work trucks.
• Perform all other duties assigned by management.