What are the responsibilities and job description for the Administrative Assistant position at Billman Motorwerkz, Inc.?
Job Title: Administrative Assistant
Location: Billman Motorwerkz — Martinsburg, WV
Department: Office / Administration
Reports To: Owners
About Billman Motorwerkz
Billman Motorwerkz is a full-service automotive repair shop dedicated to quality workmanship, honest service, and excellent customer care. We work with both domestic and foreign vehicles and pride ourselves on running an organized, customer-focused operation.
Position Summary
The Administrative Assistant plays a key role in keeping the shop running smoothly. This position supports daily office operations, customer communication, scheduling, and additional administrative duties to assist owners with multiple business entities. The ideal candidate is organized, dependable, and comfortable working in a fast-paced automotive environment.
Key ResponsibilitiesFront Office & Customer Support
- Greet customers in person and over the phone in a professional, friendly manner
- Schedule appointments and manage the shop calendar
- Communicate with customers regarding estimates, approvals, and vehicle status
- Process invoices, payments, and receipts
Administrative & Office Duties
- Maintain customer records and service documentation
- File paperwork, scan documents, and manage digital records
- Order office supplies and assist with parts ordering as needed
- Assist with basic data entry and reporting
Financial & Operational Support
- Process payments (cash, credit, checks)
- Assist with invoicing, billing, and record keeping
- Coordinate with technicians and service advisors to ensure smooth workflow
- Support the owner/manager with general administrative tasks
Qualifications & SkillsRequired
- High school diploma or equivalent
- Strong organizational and multitasking skills
- Excellent verbal and written communication skills
- Comfortable using computers, email, and office software
- Dependable, punctual, and professional
Preferred
- Previous administrative or office experience
- Experience in an automotive, service, or repair environment a plus
- Familiarity with invoicing, scheduling, or shop management software a plus
- Driven to improve current processes and learn new things quickly
Work Environment & Requirements
- Office setting within an automotive repair shop
- Ability to sit, stand, and move throughout the workday
- Occasional lifting of files, boxes, or office supplies
Why Work at Billman Motorwerkz
- Stable, locally owned business
- Supportive team environment
- Opportunity to grow with the company
- Be a key part of a respected automotive shop in the community
Work Location: In person