Shop Services Intake Clerk

In order to be considered for any vacancy within the Kickapoo Traditional Tribe of Texas, an application must be completed. If you are among the qualified candidates, you will receive a call or email from one of our coordinators to schedule an interview. Once your application is completed, please send it to the Human Resources Department at HR@ktttribe.org.

Position:                               Shop Services Intake Clerk                       

Supervisor:                         Fleet Services Manager     

Division:                                Reservation Services Administration      

Department:                        Transportation

Responsibilities:

This position serves as the first point of contact for customers and plays a critical role in ensuring efficient communication between clients and technicians. The ideal candidate is organized, detail-oriented, knowledgeable about automotive services, and committed to delivering excellent customer service.

Essential Duties and responsibilities include the following:

Customer & Fleet Communication

• Greet Tribal Members and Fleet operators professionally and assist with work orders/vehicle service requests
• Conduct intake accurately, documenting concerns
• Create work orders using shop management software
• Schedule appointments and coordinate workflow with Supervisor and KTTT Departments
• Communicate repair timelines
• Coordinate with front desk when loaner unit is needed, based on availability
• Maintain accurate records of vehicle services requested
• Answer phones, emails, and service requests in a timely manner
• Ensure a clean, organized, and professional front-office environment
• Listen carefully to vehicle issues and accurately document repair concerns
• Explain repair recommendations, timelines, and maintenance requirements per the Shop Supervisor & Shop Manager
• Maintain positive customer relationships through clear communication utilizing email correspondence

Work Order Management

• Create, repair work order accurately.
• Input vehicle information, mileage, VIN numbers, and service details into shop management systems.
• Corresponding with front desk department for key return/check-out.
• Explain repair recommendations, timelines, and maintenance requirements per Shop Supervisor/Shop Manager

Shop Coordination

• Coordinate daily workflow between shop supervisor, technicians, and management.
• Schedule preventive maintenance and repair appointments with Tribal Members, FLEET Operators and GSA units.
• Assist with warranty documentation and vendor communication.

Knowledge, skills and abilities for the position:

• Knowledge of heavy-duty-trucks, trailers, buses, or fleet vehicles preferred.
• Strong computer and data-entry skills.
• Experience using shop management of fleet maintenance software preferred.
• Excellent communication and customer service skills.
• Previous experience customer service, or front desk operations preferred
• Basic knowledge of automotive
• Strong communication and interpersonal skills
• Ability to multitask in a fast-paced environment
• Experience using computer systems and scheduling software
• Professional appearance and positive attitude
• Strong problem-solving and conflict-resolution abilities
• Ability to explain technical information in customer-friendly language
• Team-oriented mindset with strong organizational skills
• Work order processing.
• Fleet maintenance coordination.
• Mechanical terminology understanding.
• Time management.
• Problem-solving capabilities.
• Multitasking and prioritizing.

Supervision exercised:

This position does not carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws.

Education/experience requirements:

Minimum Qualifications: High school diploma or graduation equivalent diploma (GED)

A combination of education, training, and experience that provides the required knowledge and abilities to perform position requirement. An example of this would be experience in operating a switchboard or PBX equipment, along with at least one year (1) clerical experience.

Preferred Qualifications: Experience in a mechanic shop, transportation fleet, diesel repair, or automotive service environment preferred.

Native American preference is observed:

KTTT recognizes preference for KTTT tribal members and qualified Native American tribal members including preferential treatment in recruitment, hiring, promotions, layoffs and reductions in force so long as they meet minimum job qualifications.