Office Assistant/Receptionist

Office Assistant – Pony Express Car Wash

Location: On\-site (Idaho)

Schedule: Full\-time, Monday–Friday 9 am \- 6 pm

Starting Pay: $15–$16 per hour

About Us

Pony Express Car Wash is a high\-growth express exterior wash serving communities across Eastern Idaho. We pride ourselves on delivering exceptional customer service, high\-quality washes, and a friendly, community\-focused experience. The Office Assistant supports operations, customer service, marketing, fleet accounts, and administrative functions that keep the business running smoothly.

Position Overview

The Office Assistant provides essential administrative, communication, and customer support to multiple departments across Pony Express Car Wash. This role requires strong organization skills, excellent communication, and the ability to multitask while maintaining a professional and friendly demeanor.

Responsibilities1\. Customer Service (Phones \& Reviews)

• Answer all incoming and missed calls promptly and professionally.
• Resolve customer questions or concerns; escalate to General/Area Manager only as needed.
• Document customer interactions and update customer accounts accordingly.
• Respond to online reviews on Google, Facebook, Birdeye, Yelp, etc.
• Adjust auto\-responses as needed to keep them accurate and professional.
• Coordinate with ABC on voicemail and phone message changes (holidays, leave, etc.).
• Maintain and organize the support email inbox; update auto\-reply settings based on hours, leave, or holidays.

2\. Fleet Account Support

• Serve as a point of contact for fleet customers.
• Generate and email monthly fleet invoices.
• Receive and record check payments; scan and file check stubs by month.
• Respond to fleet account emails and phone calls; update accounts as needed.
• Follow up on overdue invoices.
• Assist the Fleet Coordinator with tracking, reporting, and usage summaries.
• Maintain positive relationships with fleet clients to support satisfaction and retention.

3\. Social Media \& Marketing Support

• Coordinate with the social media team to plan, draft, and schedule content.
• Assist with preparation for marketing events.
• Monitor and respond to social media messages and comments.
• Update auto\-replies on Facebook based on promotions or events.
• Monitor Rinsed and Birdeye open tickets.
• Collect photos, videos, and customer stories for marketing.
• Track engagement trends and communicate insights with management.

4\. HR Support

• Assist with scanning, organizing, and filing mail and documents.
• Maintain employee files and internal office records.
• Support internal communication such as reminders, updates, or event notices.
• Help with employee recognition efforts (birthdays, milestones, etc.).

5\. Administrative Support

• Support leadership with clerical tasks (filing, scanning invoices, data entry, receipt organization, CC audits).
• Maintain organized office systems, supplies, and digital records.
• Assist with internal communications using ConnectTeam.
• Provide backup support for special projects as assigned.

Weekly Schedule – Office AssistantDaily Responsibilities

• Answer all incoming/missed calls.
• Log customer concerns for follow\-up.
• Respond to social media messages, reviews, and emails.
• Support fleet customers with phone calls and account requests.
• Assist HR with filing or administrative tasks.
• Maintain a clean and organized office environment.

Weekly ResponsibilitiesCustomer Service \& Reviews

• Track call volume and issues; prepare a short summary for management.
• Review weekly customer review trends.
• Follow up on unresolved customer complaints.

Fleet Account Support

• Receive and record fleet check payments.
• Follow up on overdue invoices.
• Update fleet accounts and communicate with Fleet Coordinator.

Social Media Support

• Help schedule content for the week.
• Gather content (photos, stories, videos).
• Share content ideas with the social media team.

Administrative Tasks

• Audit internal files for accuracy.
• Organize office supplies.
• Post reminders or recognition on ConnectTeam.

Monthly Responsibilities

• Generate and email monthly fleet invoices.
• Conduct monthly fleet account check\-ins.
• Review social media analytics and report highlights.
• Assist HR with monthly filing or document maintenance.
• Support leadership with special projects or reporting.

Pay: $15\.00 \- $16\.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person