Role Mission: The Enforcement Officer

The Administrative Assistant is the organizational backbone and the primary "Enforcement Officer" for shop processes. This role acts as a "Bull Dog" to ensure total adherence to procedures by Store Managers, Service Advisors, and Vendors alike. By protecting profit and process, this role ensures the shop scales without revenue leaks.

Why This Role Matters: Protect Profit. Protect Process. Protect People.

Free leadership to sell, coach and lead. Stops revenue leaks (credits, cores, returns, A/R). Creates repeatability to scale multiple locations.

Key Areas of Responsibility

1. Accountability & Enforcement ("The Bull Dog")

• Vendor Accountability: 
• Hold vendors strictly accountable for labor claims and ensure all parts returns are processed in a timely manner. 
• Catch vendor overcharges. 
• Collect missed credits
• Track cores and returns
• Submit warranty claims
• Internal Audit: Hold Store Managers and Service Advisors accountable for proper RO (Repair Order) audits and ensuring parts are received correctly in the system.
• Process Integrity: Ensure no steps are skipped in the workflow; if a process is broken, the Admin is responsible for calling it out and correcting it. Cross train staff to perform your duties when you aren’t on site.

2. Financial & Parts Recovery

• Wicked File Management: Act as the liaison for the Wicked File platform. Perform daily scans to audit parts purchases against receipts and communicate with the finance team.
• Dispute Resolution: Proactively address any requests or discrepancies flagged through the Wicked File platform immediately.
• Returns Management: 
• Maintain the return screen 
• No more than 15 items under “Parts to Return” and none over 7 days
• No more than 5 orders under “Refund Pending”(strictly no more than 10 items pending at any time) and none older than 14 days old.
• Print order sheets as return slips for parts vendors and attach to parts
• Scan signed pick up sheets
• Properly label all parts being returned (Core, new, defect, labor claim, etc.)

3. Facility & Asset Management

• Loaners: Conduct loaner audits (software check, cleaned, maintained, fueled up).
• Maintenance: Coordinate building/lift maintenance, waste heater service, landscaping, etc..
• Yearly Projects: Manage power washing and landscaping (plants/flowers).

Who Thrives Here | Admin Assistant Qualifications

Our elite Automotive Admin Assistants are more than just staff; they are disciplined, competitive professionals who thrive in a fast-paced, high-stakes environment. We’ve seen incredible success with candidates from these high-intensity backgrounds:

• Former Collegiate Athletes: Individuals who bring a "win-the-day" mentality, mental toughness, and a high degree of coachability.
• Former Admins (any industry): Experienced Administrative assistants, program coordinators, etc. who want the freedom and team-first culture of a top-tier independent shop.
• Automotive Enthusiasts: People who possess a genuine passion for the industry and can communicate with ease.

We value hunger, absolute accountability, and the professional discipline to master a proven system.

Administrative Operating Procedures

Daily Sequence of Operations

Morning:

• Verify yesterday’s card batch and deposits.
• Confirm time clock is accurate.
• Check overnight emails, messages, and Kukui chats.
• Wicked File Audit: Check for flags or requests and address them immediately.
• Confirm today’s parts and appointments; update the WIP board.
• Complete bank deposits - 
• Reach out to fleet vendors (Element, Enterprise, etc.) for payment
• Post $0 RO’s, update WIP board
• Create pre-booked appointments for deferred work
• Create pre-booked appointments for oil changes based on check-in photos
• Perform next day callbacks
• Approve Kukui text messages

Midday:

• Receive and post parts in system (audit Advisor accuracy).
• Execute lunch coordination.
• File invoices and receipts
• Follow up on pending approvals/ETAs.
• Ensure customers updated at 10am and 2pm

End of Day (EOD) Sequence:

• End of scans completed.
• Reconcile payments and prepare bank deposits.
• Close or document every open RO.
• Prep tomorrow’s schedule and paperwork.

Weekly & Monthly Tasks

• Weekly: 
• Order office supplies
• Submit warranty/labor claims
• Call aging A/R accounts
• Ensure daily/weekly checklists are completed by team members.
• Inventory counts (rotating brands)
• Monthly: 
• Inventory audits
• Performance summaries
• Verify permit/license/compliance items