Duties and Responsibilities of a Shop Coordinator

1. Operations & Workflow Management

• Coordinate daily shop operations to ensure smooth workflow.
• Schedule and prioritize tasks, job orders, or service requests.
• Monitor progress of ongoing work and follow up on delays or issues.
• Ensure proper staffing levels and assist in staff scheduling.
• Maintain cleanliness, organization, and compliance within the shop area.

2. Customer Service & Communication

• Serve as the main point of contact for customers, clients, or internal departments.
• Handle inquiries, quotations, service updates, and issue resolutions.
• Coordinate customer appointments, pickups, and deliveries.
• Ensure customer satisfaction by providing timely and accurate information.

3. Inventory & Materials Management

• Monitor stock levels of materials, supplies, and tools.
• Coordinate purchasing requests and track incoming orders.
• Maintain proper inventory records and conduct periodic stock checks.
• Ensure tools and equipment are calibrated, safe, and ready for use.

4. Documentation & Record Keeping

• Prepare work orders, job cards, reports, invoices, and documentation.
• Maintain accurate logs of equipment usage, repairs, or sales.
• Track personnel hours, job completion times, and resource usage.
• Update databases, management systems, or shop management software.

5. Quality Control & Compliance

• Ensure work meets quality standards and organizational guidelines.
• Monitor safety practices and enforce occupational health and safety rules.
• Report hazards or compliance issues and coordinate corrections.
• Support audits or inspections when required.

6. Coordination Between Departments

• Liaise between production, sales, procurement, and management.
• Ensure relevant teams receive accurate information to perform their tasks.
• Facilitate communication between technicians and administrative staff.

7. Staff Support & Supervision

• Assist in onboarding and training new shop personnel.
• Allocate tasks and monitor performance where appropriate.
• Provide operational guidance and support to team members.

8. Financial & Administrative Support

• Assist with budgeting, cost tracking, and expense reporting.
• Process payments, maintain cash registers (in retail settings), or verify bills.
• Prepare daily, weekly, or monthly operational reports.