Shop Administrator (Parts & Service)- La Crosse

For over 80 years, Airoldi Brothers has provided innovative truck leasing solutions to customers of all sizes-from small businesses to large fleets. We are a family-owned and operated company committed to exceptional customer service, teamwork, and making every employee feel like part of the family. Every member of our team plays a critical role in supporting our customers and keeping their fleets on the road.

We are seeking a reliable, highly organized, and customer-focused Shop Administrator to support both our Service and Parts departments. This role combines service writing, parts coordination, and administrative shop support in a fast-paced diesel truck and trailer environment.

This position includes a broad range of responsibilities across service, parts, and administrative functions. Flexibility, accountability, and a strong team mindset are essential. Duties may evolve based on shop and business needs.

Key Responsibilities

Service Coordination & Customer Support

• Serve as the primary liaison between customers, drivers, and the service department.
• Greet customers and gather detailed information regarding service needs.
• Create, manage, and update service orders with accurate job descriptions.
• Provide estimates, timelines, and repair updates to customers.
• Coordinate with service supervisors to schedule and prioritize repairs.
• Monitor repair progress and communicate status updates to customers.
• Handle incoming service calls, road rescue requests, and customer inquiries.
• Coordinate vehicle pickup and delivery to meet customer needs safely and efficiently.
• Address customer concerns professionally and escalate issues when needed.

Parts & Inventory Management

Maintain accurate parts inventory, including ordering, receiving, counting, and returns.

• Issue parts to work orders and ensure proper job costing and documentation.
• Rotate stock (first-in/first-out) and maintain organized inventory systems.
• Communicate daily with supervisors and technicians regarding parts needs and availability.
• Assist with invoicing and parts-related billing accuracy.
• Support organization and cleanliness of the parts room and shop supply areas.
• Administrative & Shop Support
• Maintain accurate records of service orders, parts usage, vehicle history, and customer interactions.
• Ensure work orders are completed accurately and in a timely manner.
• Support general office and shop administrative tasks as needed.
• Assist in maintaining an efficient, clean, and well-organized service department.
• Support overall fleet readiness and leasing operations through documentation accuracy.

Qualifications & Requirements

• High school diploma or GED required.
• Previous experience in a service writer, parts associate, or similar role preferred.
• Diesel or heavy-duty truck knowledge strongly preferred (or willingness to learn).
• Strong organizational skills with excellent attention to detail.
• Ability to multitask and work well under pressure in a fast-paced environment.
• Strong communication and interpersonal skills.
• Proficiency with basic computer systems (MS Office, Excel, Word) and willingness to learn service software.
• Valid driver's license required.
• Reliable, team-oriented, and committed to high-quality work.

Preferred Experience

• Mechanical knowledge or diesel engine familiarity (1+ year preferred).
• Experience in parts inventory, service writing, or fleet maintenance environment.

Schedule

• Full-time
• 8-hour shift
• 7:00-3:30PM

Compensation & Benefits

• 401(k) with matching
• Health, dental, vision, and life insurance
• Health Savings Account (HSA)
• Paid time off
• Employee assistance program
• Referral program
• Ongoing training and development

Final confirmation of any job offer will be contingent upon you undergoing a pre-employment drug screening. Failure to complete such screening, the falsification of a screening, or a positive finding on a screening will remove you from employment consideration for one year. Final confirmation of any job offer will also be contingent upon you undergoing and passing a pre-employment background check.