Administrative Assistant/Warranty & Parts Support Specialist

Join a Legacy of Excellence with the Swope Family of Dealerships!

Since 1952, the Swope Family of Dealerships has been a proud part of the Hardin County community. With over 70 years of service and multiple locations across the area and Louisville, KY., we’ve built more than a business—we’ve built a legacy rooted in trust, integrity, and community connection.

At Swope Motorsports we live and breathe the thrill of European Motorsports. Our dealership offers a dynamic lineup of both new and pre-owned motorcycles, and we’re passionate about delivering top-tier service to every rider who walks through our doors.

Position Summary

The Administrative Assistant / Warranty & Parts Support Specialist provides administrative support to dealership management while assisting with warranty claim processing and supporting the Parts & Accessories Department through shipping, receiving, inventory coordination, and customer service activities. This position requires strong organizational skills, attention to detail, and the ability to work effectively in a fast-paced dealership environment.

Reports To: General Manager and/or Parts & Accessories Manager

Administrative Support

• Provide daily administrative support to dealership management and department personnel.

• Answer incoming phone calls and direct inquiries to appropriate team members.

• Greet and assist guests, vendors, and visitors professionally.

• Maintain dealership records, files, and documentation.

• Prepare reports, spreadsheets, correspondence, and other administrative documents.

• Manage office supplies and assist with office organization.

• Process incoming and outgoing mail and deliveries.

• Assist with data entry and maintaining dealership management systems.

Warranty Administration

• Process manufacturer warranty claims accurately and in a timely manner.

• Review repair orders to verify warranty eligibility and compliance.

• Submit warranty claims according to manufacturer policies and procedures.

• Track outstanding warranty claims and follow up on unpaid or rejected claims.

• Maintain warranty records and supporting documentation.

• Coordinate with service advisors and technicians to obtain required claim information.

• Monitor warranty receivables and assist in resolving claim discrepancies.

• Stay current on manufacturer warranty policies and updates.

Parts & Accessories Department Support

• Assist guests with parts and accessories inquiries.

• Support parts counter personnel during peak business periods.

• Help maintain accurate inventory records and stock levels.

• Assist with merchandise displays and showroom organization.

• Process special orders and maintain related documentation.

• Coordinate communication between service, parts, and guests regarding ordered parts.

Shipping & Receiving

• Receive incoming parts, accessories, and dealership inventory shipments.

• Verify shipments against packing slips and purchase orders.

• Inspect shipments for damage and report discrepancies immediately.

• Accurately enter received inventory into dealership systems.

• Label, stock, and organize inventory in designated locations.

• Prepare outgoing shipments, returns, and warranty parts returns.

• Maintain clean, organized, and safe receiving and storage areas.

• Coordinate freight pickups and deliveries with shipping carriers.

Qualifications

Required

• High school diploma or GED.

• Minimum 1-2 years of administrative or office experience.

• Strong computer skills including Microsoft Office Suite.

• Excellent organizational and multitasking abilities.

• Strong verbal and written communication skills.

• Detail-oriented with a high level of accuracy.

• Ability to work independently and as part of a team.

• Ability to lift and move packages weighing up to 50 pounds with/without assistance.

• All candidates will complete a background check and drug screening.

Preferred

• Experience in a motorcycle, powersports, automotive, or dealership environment.

• Warranty administration experience.

• Parts inventory or shipping and receiving experience.

• Familiarity with dealership management software.

• Knowledge of motorcycle parts and accessories.

Benefits

• Paid Time Off & Sick Time available first of the month after 60 days of employment
• Holiday Pay starting first day of employment
• Wellness Reimbursement
• Health Insurance
• HSA - Health Savings Account w/ company contributions
• 401K with Company Match after 60 days of employment
• Vision Insurance
• Dental Insurance
• Basic Life Insurance paid by company
• Voluntary Life Insurance
• Short Term Disability paid by company
• Long Term Disability
• Critical illness and Accident Coverage
• Prepaid Legal Insurance
• Identity Theft Protection
• Employee Assistance Program
• Discount/Referral Program
• Wellness Reimbursement