What are the responsibilities and job description for the Office Manager position at Carstar LLC?
About Us
CARSTAR is North America's largest Multi-Shop Operator Network of independently owned collision repair facilities, providing auto body repair, paintless dent repair, storm damage repair, and 24/7 accident assistance. With a commitment to quality and customer satisfaction, CARSTAR delivers industry-leading service and consistently high repair standards.
Job Responsibilities
Customer Interaction & Front Desk Management
- Greet and assist customers professionally, ensuring a positive and welcoming experience.
- Handle incoming calls and emails, answering inquiries and providing service updates.
- Maintain an organized and clean office environment, ensuring a professional atmosphere.
- Provide customers, employees, and vendors with details on office policies, procedures, and workflows.
Service Coordination & Documentation
- Follow opening procedures, ensuring all systems, computers, and office areas are ready for daily operations.
- Accurately record and update customer, employee, and vendor details in CCC ONE and other company databases.
- Confirm vendor orders, supply deliveries, and office maintenance needs.
- Process and document invoices, purchase orders, payroll records, and financial reports according to company standards.
Quality Control & Follow-Ups
- Notify relevant stakeholders of operational updates and ensure clear communication across teams.
- Verify administrative procedures, contracts, and office expenses, confirming all details with management.
- Conduct end-of-day procedures, ensuring all paperwork is completed and filed properly.
- Address any discrepancies that could impact business operations and workflow.
Team Collaboration & Shop Support
- Assist with flag reporting for missing parts and communicate issues to the production team.
- Ensure repair timelines and customer expectations are aligned with shop capacity.
- Work closely with technicians and managers to streamline daily operations and workflow.
- Support recruitment, onboarding, and training efforts for new employees.
Required Skills & Qualifications
- Strong customer service and communication skills, preferably in an automotive or repair setting.
- Ability to manage multiple tasks in a fast-paced environment.
- Proficiency in CCC ONE, Outlook, and insurance-related platforms preferred.
- Detail-oriented with excellent organizational and problem-solving abilities.
- A proactive and customer-focused attitude with a commitment to high-quality service.
Physical Requirements
- Ability to stoop, bend, kneel, squat, and pull.
- Extended periods of kneeling, bending, squatting, and stooping.
- Carry and lift heavy objects (up to 50 lbs).
- Standing, sitting, and walking for extended periods.
- Performing repetitive motions.
Work Environment
- Exposure to:
- Paint, fumes, and particles
- Dirt/Dust
- Chemicals/Toxins
- Varying heat/cold temperatures
- Intermittent noise
Schedule
- Must be onsite Monday – Friday, 8:00 AM - 5:00 PM
Job Type: Full-time
Pay: $38,938.00 - $45,000.00 per year
Schedule:
- Day shift
- Monday to Friday
Experience:
- AUTOMOTIVE: 2 years (Preferred)
Ability to Commute:
- Harlingen, TX 78550 (Required)
Work Location: In person
Salary : $38,938 - $45,000
