Automotive Clerk

SUMMARY

The Automotive Clerk provides administrative, customer-service, and operational support to the GTB Automotive Services Department. This position functions as a hybrid role that combines traditional administrative responsibilities with working knowledge of automotive service operations similar to an Automotive Service Writer. The Automotive Clerk serves as a primary point of contact for vehicle owners, staff, and technicians by coordinating service appointments, preparing repair orders and estimates, tracking parts and inventory, and supporting billing and documentation.

This role requires familiarity with automotive systems, service workflows, and repair terminology in order to accurately communicate vehicle needs, coordinate repairs, and support efficient shop operations, while maintaining strong administrative, organizational, and customer service standards.

MINIMUM QUALIFICATIONS

• High School diploma or GED required
• Minimum one (1) year of administrative, clerical, or customer service experience
• Working knowledge of automotive service operations, vehicle systems, or repair environments preferred
• Ability to read, understand, and communicate basic automotive repair terminology
• Proficiency with computers and office software applications
• Valid, unrestricted Michigan Driver's License and ability to be insured under the GTB insurance carrier

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serve as the primary front-desk and customer service contact for the Automotive Services Department.
• Open, update, and close automotive repair orders and service tickets.
• Prepare service estimates based on technician inspections and recommendations.
• Communicate repair needs, service timelines, and cost estimates to customers in a clear and professional manner.
• Schedule service appointments and coordinate workflow between technicians, customers, and the Automotive Supervisor.
• Maintain service history records for vehicles and ensure documentation is accurate and complete.
• Assist with billing for parts and services, including preparation of invoices and tracking of payments or internal chargebacks.
• Support shop inventory processes, including tracking parts usage, adding or removing inventory items, and coordinating parts pickup or delivery.
• Coordinate vehicle drop-off and pickup, including limited driving of vehicles as required.
• Provide general administrative and clerical support to the Automotive Services Department.
• Answer incoming calls, greet visitors, and direct customers, Tribal members, and staff to appropriate personnel.
• Maintain office schedules, calendars, sign-in/out sheets, and personnel itineraries as required.
• Process incoming and outgoing mail and maintain accurate mailing lists and contact records.
• Assist with preparation of correspondence, reports, and internal documentation.
• Maintain organized filing systems for repair orders, warranties, invoices, and vendor records.
• Monitor office equipment and supplies and assist with ordering and restocking as needed.
• Maintain confidentiality of all customer, employee, and vehicle records.
• Other duties as assigned

OTHER SKILLS AND ABILITIES

• Strong customer service skills with the ability to communicate effectively with technicians and non-technical customers.
• Working knowledge of automotive systems, repair processes, and service workflows.
• Strong organizational and time-management skills with attention to detail and accuracy.
• Ability to prioritize tasks and manage multiple service requests simultaneously.
• Professional written and verbal communication skills.
• Proficiency with computer systems, databases, and office software applications.
• Ability to work independently and as part of a team in a fast-paced shop environment.
• Sound judgment and discretion when handling confidential or sensitive information.

EDUCATION and/or EXPERIENCE

• High School diploma or GED required
• Additional coursework or training in automotive technology, service writing, or office administration preferred
• Experience working in an automotive repair facility, fleet shop, or service writer role preferred

DRIVING REQUIREMENTS

• Must possess a valid, unrestricted Michigan Driver's License and be insurable under GTB policy
• May be required to operate Tribal vehicles in connection with shop operations

OTHER QUALIFICATIONS

• Ability to pass a criminal history background investigation and drug and alcohol screening.
• Strict adherence to confidentiality, ethical standards, and GTB fiscal and personnel policies.

EQUIPMENT TO BE USED

• Computers, printers, copiers, telephones, and office equipment
• Automotive service management or inventory software
• Standard shop and office tools as required

TYPICAL PHYSICAL DEMANDS

• Ability to sit, stand, walk, and move throughout the automotive facility.
• Occasional lifting, bending, and reaching associated with office and shop coordination duties.
• Ability to enter and exit vehicles and move between work areas.
• Ability to lift and carry up to twenty (20) pounds.

TYPICAL MENTAL DEMANDS

• Ability to manage competing priorities in a fast-paced service environment.
• Problem-solving and decision-making related to scheduling, estimates, and customer needs.
• Sustained attention to detail and accuracy.

WORKING CONDITIONS

• Work is performed in a combination of office and automotive shop environments.
• Exposure to shop noise, odors, and vehicle movement.
• Climate-controlled office space with regular interaction in shop areas.

COMMENTS

Native American Preference will apply. Must be willing and able to pass a criminal history background check with no felonies or serious misdemeanors and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy in regard to confidentiality is required.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time. * Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval from the Director of Human Resources.

Current Openings for Automotive Clerk Jobs at Grand Traverse Band of Ottawa and Chippewa Indians