Mechanic Shop Administrative Assistant

Job Details

Pay: $17-$19 per hour, based on relevant experience
Schedule: Full-time, approximately 40 hours per week
Anticipated hours: Monday-Friday, 7:00 a.m.-4:00 p.m.; final hours will be confirmed
Work location: Fully on-site at 9730 Windfern Rd., Houston, TX 77064

Job Summary

Environmental Allies is hiring a Mechanic Shop Administrative Assistant to support our on-site mechanic shop in Houston. This administrative role requests and compares supplier quotes, coordinates approved parts orders, maintains accurate vehicle and equipment records in Fleetio, and keeps shop paperwork and follow-ups organized.

This is an administrative position. A CDL and hands-on mechanical repair experience are not required. Mechanic-shop, fleet, heavy-equipment, parts, and Fleetio experience are helpful, but not required.

Primary Responsibilities

Supplier Quotes and Parts Coordination

• Gather part descriptions, quantities, part numbers, and vehicle or equipment identifiers from mechanics before contacting suppliers.
• Ask the shop team to clarify incomplete or conflicting information.
• Call and email suppliers for quotes on vehicle and heavy-equipment parts. Confirm unit pricing, availability, shipping charges, delivery timing, and applicable core charges or return terms.
• Organize quote comparisons so shop leadership can review total cost and expected delivery dates. Document supplier contact information and quote expiration dates when provided.
• Follow up on pending quotes and approved orders. Keep the shop team informed of backorders, delivery changes, and information needed from a mechanic or supplier.
• Obtain required approval before placing an order or accepting a substitution. Refer questions about fit, compatibility, and repair needs to the mechanic or shop leader.

Fleetio Data Entry and Maintenance Records

• Enter and update assigned vehicle, equipment, maintenance, repair, parts, and cost information in Fleetio using the shop's established process and source documents.
• Match entries to the correct vehicle or equipment and related work order.
• Check dates, quantities, part numbers, and costs against the information provided.
• File supporting quotes, invoices, receipts, and service documentation with the related records.
• Follow up with the shop team on missing or unclear information before completing an entry.

General Shop Administration

• Answer and route calls, manage routine email, scan and file documents, prepare correspondence, and maintain organized electronic and paper records.
• Maintain a clear list of open administrative requests and follow-ups.
• Communicate outstanding items, supplier responses, and paperwork needs to shop leadership.
• Support other administrative needs within the role, protect confidential company information, and keep supplier and shop records easy to retrieve.

What Success Looks Like

• Supplier quotes include the needed cost and availability information, with unanswered questions identified.
• Fleetio entries are current, accurate, and tied to the correct unit, work order, and supporting documents.
• Pending requests and delivery issues receive timely follow-up, and shop leadership stays informed.

Work Setting

• Regular computer and phone use in an active maintenance environment.
• Follow shop safety rules and wear required PPE when entering service areas.
• Technical repair, compatibility, and spending decisions remain with the mechanic or authorized shop leader.
• Duties may be adjusted to meet shop administrative needs.

Benefits
Company benefits include medical, dental, and vision insurance; paid holidays; life insurance; and supplemental insurance options. Eligibility and plan terms apply. A 401(k) is available after one year.

Required Skills

• Professional phone and email communication, including the confidence to call suppliers, ask specific questions, and follow through until a response is received.
• Accurate data entry and careful review of names, numbers, dates, quantities, and dollar amounts.
• Ability to recognize discrepancies and request clarification.
• Working knowledge of email, spreadsheets, document scanning, and electronic file organization, with the ability and willingness to learn Fleetio.
• Ability to compare quotes and basic costs, manage several open requests, and adjust priorities based on direction from shop leadership.
• Dependability, discretion, and the ability to work cooperatively with mechanics, suppliers, and other company personnel.

Preferred Experience

• Administrative or parts support in a mechanic shop, fleet maintenance operation, trucking company, equipment business, or construction company.
• Administrative or parts-support experience involving commercial vehicles or heavy equipment.
• Supplier quote requests, purchase documentation, invoice review, or Fleetio or similar fleet-maintenance software.