Body Shop Office Administrator

Description

All Things Automotive

Full Time Body Shop Office Administrator Job Description

Position Information: The Full Time Body Shop Office Administrator is responsible for assisting the Body Shop Manager by handling the administrative tasks for the department.

Areas of Emphasis:

• Exemplify the Thomas Automotive Core Values: Positive, Trustworthy, Motivation, Compassion, and Dedication
• Understand the Thomas Core Focus of “Bringing Integrity to the Automotive Industry” and “Building Trust and Confidence through Exceptional Service”
• Learn, Understand, and incorporate the Thomas philosophy of doing business into all daily activities related to customer and coworker relationship management
• Be a great team member.
• Successfully Maintain the following accountabilities
• Duplicate repair orders and POs in dealer DMS
• Collect Account Receivables
• Schedule rentals
• Maintain and improve customer service
• Close Daily Business

Duties and Responsibilities:

• Greet every customer, every day
• Maintain high ethical standards when dealing with customers, co-workers and vendors
• Put safety first. Adhere to all Safety Policies, Procedures and Personal Protective Equipment standards
• Answer Departmental calls and schedule appointments.
• Make reminder calls for Body Shop appointments .
• Coordinate loaner/rental transportation for customer.
• Manage internal Loaner Program including maintaining records and following factory utilization guidelines.
• Make follow up calls customers regarding service satisfaction/surveys.
• Understand, keep abreast of, and comply with federal, state, and local regulations that affect service operations, such as hazardous waste disposal, OSHA right-to-know, etc.
• Manage Body Shop's safety program.
• Establish and maintain good working relationships with customers to encourage repeat and referral business.
• Receive and track parts by Repair Order.
• Prepare customer repair orders per insurance estimate.
• Receipt and follow up on all customer and insurance receivables.
• Point person for Departmental purchases such as tools, supplies, ect.
• Account for all customer, department, and dealership documents; ensure that none are missing.
• Maintain reporting systems required by general management, insurance companies, and the factory.
• Ensure that customers’ repair files are updated and are readily available for reference.
• Completing payroll records for technicians, advisors, and drivers, includes tracking vacation, personal and safety days.
• Maintain a safe and clean workspace, as well as ensuring the entire facility is orderly, clean and free of hazards

Requirements

Qualifications: Ability to read and comprehend instructions and information. High school diploma or the equivalent. Excellent communication skills.

Working Conditions: The Body Shop Office Administrator will work at a desk which is enclosed in the Body Shop. S/he will be exposed to noise, vibration, paint, dust, exhaust fumes, and other hazardous and nonhazardous materials. S/he will move about the Body Shop area to work with the technicians.

Note: This is not necessarily an exhaustive list of responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this list is intended to be an accurate reflection of the current job, the dealership reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances change (i.e., emergencies, changes in personnel, work load, rush jobs, or technological developments).

Thomas Automotive is an Equal Opportunity Employer