Front Counter Assistant - Benefits, Growth Opportunities, No Weekends!

Maclane's Automotive, an independently owned and operated auto repair shop serving the Downingtown community for nearly a decade, is seeking a professional, organized, and customer-focused Front Counter Assisstant to join our growing team.

This position supports front office operations and assists with customer communication—helping us deliver the exceptional customer experience that has earned us a 4.9-star Google rating, as well as assisting with parts receiving and vendor invoices, and other admin/shop operations tasks.

This role is ideal for someone who enjoys helping people, staying organized, learning new systems, and has an interest in the automotive industry. In addition to front office responsibilities, this position will assist the GSQC by performing vehicle quality control (QC) inspections as needed—using established company procedures—and supporting the overall service department.

WHY JOIN OUR TEAM?

• Full benefits package including health, dental, and vision insurance
• 401(k) with company match
• Paid vacation/PTO and paid holidays
• Paid training and professional development opportunities
• Career growth and advancement opportunities
• Monday through Friday schedule — No weekends
• Modern, clean, and professional work environment
• Employee discounts
• Company-paid snacks, beverages, and occasional meals
• Independently owned company where your contributions matter

RESPONSIBILITIES

Customer Service & Front Counter Operations

• Greet customers promptly and professionally in person and by phone
• Assist with customer check-in and check-out processes
• Schedule appointments and maintain appointment accuracy
• Process customer payments and receipts
• Maintain accurate customer and vehicle records
• Help ensure customers receive an exceptional experience from start to finish
• Maintain a clean, organized, and welcoming waiting area and customer restroom
• Stock customer beverages, snacks, and lobby supplies

Administrative & Accounting Support

• File, scan, and organize paperwork and records
• Prepare daily bank deposits
• Reconcile vendor statements
• Assist with paying vendor invoices and maintaining payment records
• Upload and organize vendor invoices and supporting documentation
• Support month-end administrative processes
• Perform data entry and general office support duties

Parts Receiving & Vendor Coordination

• Receive incoming parts deliveries and verify accuracy against invoices and packing slips
• Label, organize, and stage parts for technicians
• Notify service advisors and technicians when ordered parts arrive
• Organize return and core parts for vendor pickup
• Maintain organized parts receiving and staging areas
• Assist with monitoring shop supply inventory and restocking needs

Customer Retention & Sales Process Support

• Assist with customer follow-up communications, appointment confirmations, and reminders.
• Maintain accurate customer information within shop management and CRM systems.
• Support service advisors by ensuring customer records, vehicle information, and communications are documented properly.
• Assist with execution of customer retention, referral, and marketing programs.
• Help identify opportunities to improve customer experience and appointment conversion rates.
• Learn and follow company sales and customer service processes to ensure a consistent customer experience.

Communication & Team Support

• Relay customer information accurately to service advisors and technicians
• Answer incoming calls and provide basic information regarding appointments and menu-priced services
• Route technical, diagnostic, pricing, and repair-related questions to service advisors
• Assist with customer shuttle service, parts pickups, bank deposits, and other errands as needed
• Support overall shop operations wherever needed

QC Support

• Support GSQC by doing the following, as needed:
  • Perform post-repair quality control (QC) inspections using established company procedures and checklists.
  • Verify repairs have been completed and vehicles are ready for customer delivery.
  • Safely road test customer vehicles when required.
  • Identify concerns requiring additional review and communicate findings to technicians and management.
  • Complete QC documentation accurately and consistently.
  • Help ensure every customer receives a safe, complete, and high-quality repair.

QUALIFICATIONS

Required

• Strong customer service and communication skills
• Professional appearance and demeanor
• Excellent organizational skills and attention to detail
• Ability to multitask and prioritize effectively in a fast-paced environment
• Comfortable learning and using computers, CRM tools, shop management software, and other business technology
• Ability to follow established systems, procedures, and quality standards consistently
• Interest in the automotive industry and willingness to learn vehicle systems, repair processes, and company quality control procedures
• Basic familiarity with automotive maintenance and repair terminology
• Ability to safely operate and road test customer vehicles
• Valid driver's license with an acceptable driving record
• Reliable attendance and punctuality

Preferred (Not Required)

• Previous customer service, administrative, retail, hospitality, or automotive experience
• Experience using CRM, scheduling, point-of-sale, or shop management software
• Experience processing invoices, reconciling vendor statements, accounts payable, or other administrative/accounting functions
• Experience working in an automotive repair business, dealership, parts department, or related industry
• Experience performing vehicle inspections or quality control checks
• Experience working in a process-driven environment

PHYSICAL REQUIREMENTS

• Ability to sit, stand, and walk throughout the workday
• Ability to occasionally lift up to 30 pounds
• Ability to operate office equipment, computers, phones, and scanners
• Ability to safely drive customer vehicles when required

JOB TYPE

• Full-Time

SCHEDULE

• Monday through Friday
• Day Shift
• No Weekends