Automotive Clerical / Office Admin

Since 1949, our family owned business has truly valued our employees’ well being and futures. We are willing to invest in the right candidate!

RESPONSIBILITIES:

• Perform various clerical and administrative duties relating to body shop orderng and parts check-in
• Maintain customer account agreements, vehicle files, records of the completion of reconditioning work, and other required information
• Create and maintain billing files for reconditioning fees related to these accounts
• Ensure payment for billings or accounts receivable are received timely and posted as well as contact customers for reconciliation of discrepancies
• Analyze and manage customer vehicle throughput via daily report/query capabilities
• Manage customer’s expectations of recon fulfillment activities through proactive communications
• Build deep service relationships with customer
• Perform data entry and verify customer vehicle information is accurately recorded in the system and that vehicles are properly tagged with a work order
• Coordinate with the reconditioning shop areas for vehicle repairs and post charges to appropriate account in a timely manner
• Respond to customer inquiries relating to assigned customer vehicles, provide quality service, and assist in resolving problems
• Evaluate reconditioning needs and provide timely and accurate quotes.
• Receive vehicle and registration information from customers interested in reconditioning services
• Enter all pertinent information into [DMS system] and approved work requested by customer
• Utilize the [DMS system] systems to monitor and track vehicle repairs.
•  Communicate and schedule repairs/enhancements with Recon Shop management
• Monitor vehicle through reconditioning fulfillment process to ensure timeline commitment is met
• Review completed work ensuring customer quality standards are achieved and/or exceeded
• Follow up with customer to confirm completion and satisfaction
• Work with finance/local management to ensure customers are charged and A/R is timely collected
• Visibly demonstrate safety commitment by following all safety and health procedures and modeling the behaviors related to such
• Work in cooperation with safety leadership in support of all safety activities aligned with Safety Excellence
• Perform other duties as assigned by management

REQUIREMENTS:

• High School Diploma or equivalent required
• Experience working in an automotive dealership a plus
• 4 years of clerical or administrative support experience required
• Valid driver’s license and safe driving record required
• Excellent communication and organizational skills required
• Advanced computer software skills necessary
• Must be able to use general office equipment (i.e., copier, fax machine, etc.)
• Ability to sit or stand for prolonged periods of time
• Ability to perform repetitive data entry tasks, manual dexterity
• Vision abilities required include close, distance and depth perception