Park Mazda is looking for a highly organized and motivated Service Administrative Assistant to join our growing team. This role is ideal for someone who thrives in a fast-paced environment, enjoys supporting a team, and takes pride in keeping operations running smoothly behind the scenes.
The successful candidate will support the service department through administrative coordination, reporting, scheduling, and day-to-day operational support. We are looking for someone with a positive attitude, strong attention to detail, and the ability to multitask effectively while maintaining a high level of professionalism.
PRIMARY RESPONSIBILITY — WARRANTY ADMINISTRATION
- Submit Mazda factory warranty claims accurately and in a timely manner through the warranty portal
- Review repair orders to ensure warranty work is properly documented, coded, and claim-ready
- Monitor open claims and follow up on pending or returned submissions
- Reconcile warranty payments and investigate discrepancies between submitted and paid amounts
- Maintain organized records of all warranty claims, approvals, and correspondence
- Stay current on Mazda warranty policies, technical service bulletins (TSBs), and claim guidelines
- Communicate with Mazda Canada as needed regarding claim status, pre-authorizations, or disputes
- Assist service advisors and technicians in ensuring warranty repair orders meet submission standards
AFTERMARKET WARRANTY
- Track the status of aftermarket warranty claims across active providers
- Assist in gathering and organizing supporting documentation required for claim submissions
- Follow up on outstanding or incomplete claims to ensure timely resolution
- Maintain accurate records of aftermarket warranty activity and claim history
WORK IN PROCESS (WIP)
- Pull and distribute the WIP report to service advisors and management on a regular basis
- Assist with WIP-related documentation and record-keeping as directed
- Support the service team in following up on open repair orders when requested
ADDITIONAL RESPONSIBILITIES
- Complete daily service department reporting
- Schedule Service Technicians’ and Advisors’ weekend shifts
- Maintain and coordinate building maintenance and repair scheduling
- Order and manage office and department supplies
- Assist with staff events and employee incentive programs
- Provide light administrative support to the Parts Department on an as-needed basis
- Maintain accurate records and documentation across all service operations
- Support the service team with administrative duties as needed
QUALIFICATIONS
- Highly organized, detail-oriented, and able to multitask in a fast-paced environment
- Positive, professional, and energetic attitude with strong interpersonal skills
- Excellent written and verbal communication skills
- Ability to work independently as well as collaboratively within a team
- Proficient with computers and standard office software (Microsoft Office suite)
- Administrative or automotive dealership experience is considered an asset
- Familiarity with dealership management systems (DMS) or warranty portals is an asset
WHAT WE OFFER
- $18–$24 per hour, commensurate with experience
- Monday–Friday, 4 hours per day — a great fit for work-life balance
- Health and dental benefits
- A supportive, team-oriented work environment
- Opportunities for growth and development within the dealership
If you're detail-oriented, reliable, and thrive in an administrative role, we'd love to hear from you.
Apply today and join the amazing team at Park Mazda!
Pay: $18.00-$24.00 per hour
Benefits:
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Vision care
Work Location: In person
