Administrative Assistant​/Warranty & Parts Support Specialist

Job Details

Job Location:

SWOPE MOTORSPORTS
- Louisville, KY 40202

Position Type:
Full Time Job Shift: Day Join a Legacy of Excellence with the Swope Family of Dealerships!

The Administrative Assistant / Warranty & Parts Support Specialist provides administrative support to dealership management while assisting with warranty claim processing and supporting the Parts & Accessories Department through shipping, receiving, inventory coordination, and customer service activities. This position requires strong organizational skills, attention to detail, and the ability to work effectively in a fast-paced dealership environment.

Reports To:

General Manager and/or Parts & Accessories Manager

• Provide daily administrative support to dealership management and department personnel.
• Answer incoming phone calls and direct inquiries to appropriate team members.
• Greet and assist guests, vendors, and visitors professionally.
• Maintain dealership records, files, and documentation.
• Prepare reports, spreadsheets, correspondence, and other administrative documents.
• Manage office supplies and assist with office organization.
• Process incoming and outgoing mail and deliveries.
• Assist with data entry and maintaining dealership management systems.

• Process manufacturer warranty claims accurately and in a timely manner.
• Review repair orders to verify warranty eligibility and compliance.
• Submit warranty claims according to manufacturer policies and procedures.
• Track outstanding warranty claims and follow up on unpaid or rejected claims.
• Maintain warranty records and supporting documentation.
• Coordinate with service advisors and technicians to obtain required claim information.
• Monitor warranty receivables and assist in resolving claim discrepancies.
• Stay current on manufacturer warranty policies and updates.

• Assist guests with parts and accessories inquiries.
• Support parts counter personnel during peak business periods.
• Help maintain accurate inventory records and stock levels.
• Assist with merchandise displays and showroom organization.
• Process special orders and maintain related documentation.
• Coordinate communication between service, parts, and guests regarding ordered parts.

• Receive incoming parts, accessories, and dealership inventory shipments.
• Verify shipments against packing slips and purchase orders.
• Inspect shipments for damage and report discrepancies immediately.
• Accurately enter received inventory into dealership systems.
• Label, stock, and organize inventory in designated locations.
• Prepare outgoing shipments, returns, and warranty parts returns.
• Maintain clean, organized, and safe receiving and storage areas.
• Coordinate freight pickups and deliveries with shipping carriers.

• High school diploma or GED.
• Minimum 1-2 years of administrative or office experience.
• Strong computer skills including Microsoft Office Suite.
• Excellent organizational and multitasking abilities.
• Strong verbal and written communication skills.
• Detail-oriented with a high level of accuracy.
• Ability to work independently and as part of a team.
• Ability to lift and move packages weighing up to 50 pounds with/without assistance.
• All candidates will complete a background check and drug screening.

• Experience in a motorcycle, powersports, automotive, or dealership environment.
• Warranty administration experience.
• Parts inventory or shipping and receiving experience.
• Familiarity with dealership management software.
• Knowledge of motorcycle parts and accessories.

• Paid Time Off & Sick Time available first of the month after 60 days of employment
• Holiday Pay starting first day of employment
• Wellness Reimbursement
• Health Insurance
• HSA
  - Health Savings Account w/ company contributions
• 401K with Company Match after 60 days of employment
• Vision Insurance
• Dental Insurance
• Basic Life Insurance paid by company
• Voluntary Life Insurance
• Short Term Disability paid by company
• Long Term Disability
• Critical illness and Accident Coverage
• Prepaid Legal Insurance
• Identity Theft Protection
• Employee Assistance Program
• Discount/Referral Program
• Wellness Reimbursement