Responsibilities

1. Greeting Customers: Welcome customers as they enter the shop and provide them with assistance as needed.
2. Answering Phone Calls: Manage incoming calls, providing information, scheduling appointments, and directing calls to the appropriate department or staff member.
3. Appointment Scheduling: Coordinate appointments for vehicle repairs, estimates, and inspections, ensuring efficient use of shop resources and timely service for customers.
4. Customer Service: Address customer inquiries, concerns, and complaints in a professional and courteous manner, striving to provide exceptional service and resolve issues effectively.
5. Check-In and Check-Out Procedures: Assist customers with the check-in process for dropping off their vehicles for repairs, including completing necessary paperwork and documenting vehicle condition. Similarly, facilitate the check-out process by reviewing repairs with customers, explaining invoices, and processing payments.
6. Insurance Coordination: Work with insurance companies to process claims, obtain approvals for repairs, and provide necessary documentation. This may involve communicating with adjusters, submitting estimates, and following up on claims status.
7. Maintaining Records: Keep accurate records of customer information, vehicle repairs, appointments, and insurance details using appropriate software or filing systems.
8. Inventory Management: Monitor and maintain inventory of office supplies, forms, and other materials necessary for daily operations.
9. Administrative Support: Assist with various administrative tasks such as data entry, filing, scanning documents, and sending/receiving emails.
10. Billing and Invoicing: Prepare invoices for completed repairs, ensuring accuracy in pricing and itemization of services and parts.
11. Follow-Up Communication: Contact customers to provide updates on repair progress, notify them of any delays or additional work needed, and schedule pick-up times once repairs are completed.