Administrative Assistant/Warranty & Parts Support Specialist

Job DetailsJob Location: SWOPE MOTORSPORTS - Louisville, KY 40202Position Type: Full TimeJob Shift: DayJoin 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.

QualificationsRequired

• 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