Body Shop Administrator

Job Summary:

As a body shop administrator, you will play a vital role in ensuring the smooth operation of our auto body repair shop. You will be responsible for handling various administrative tasks, financial reports, providing excellent customer service, and contributing to the overall efficiency and success of our business.

Essential Job Duties and Responsibilities: (Additional duties as assigned)

• Scheduling and Appointment Coordination: Utilize your exceptional organizational skills to efficiently schedule appointments for vehicle repairs and maintenance. Coordinate with customers and technicians to ensure timely service and minimal wait times. Strive to optimize the utilization of our repair resources.
• Administrative Support: Take charge of managing the flow of paperwork and bookkeeping within the body shop. This includes accurately documenting repair orders, invoices, and insurance claims. Maintain organized records to ensure easy accessibility and retrieval of information.
• Insurance Claims Processing: Communicate effectively with insurance companies to provide necessary information and documentation for the smooth processing of claims. Collaborate closely with insurance representatives to ensure all requirements are met, expediting the claims process and enhancing customer satisfaction.
• Customer Assistance: Provide friendly and professional assistance to customers, addressing inquiries and concerns promptly and courteously. Ensure a positive experience for customers throughout the repair process by keeping them informed and maintaining open lines of communication.
• Parts Coordination: Collaborate with the parts department to ensure the timely availability of required materials and components for repairs. Maintain effective communication channels to facilitate seamless coordination between the body shop and parts department, minimizing delays and optimizing productivity.
• Workflow Management: Work closely with the body shop manager and technicians to maintain an efficient workflow. Facilitate effective communication and coordination among team members to ensure smooth operations and timely completion of repairs.
• Industry Knowledge: Stay up-to-date with industry standards, regulations, and best practices related to auto body repairs and administrative processes. Leverage your knowledge to enhance our operations and provide valuable insights to the team.
• Safety and Compliance: Uphold and enforce the company's safety protocols to ensure a secure and hazard-free environment for both staff and customers. Adhere to relevant regulations and guidelines to maintain compliance within the industry.
• Accounting Department: Prepares financial statements, financial reporting, analyzing financial data, using proper accounting methods, reporting financial information, assisting in payroll.

Required Experience and Education:

Required Skills and Attributes:

• Experience: Proven experience in administrative roles, preferably in the automotive industry or a similar field. Familiarity with accounting management is highly desirable.
• Organizational Skills: Strong organizational skills with exceptional attention to detail. Ability to multitask effectively and manage priorities in a fast-paced environment.
• Communication Skills: Excellent verbal and written communication skills. Ability to interact professionally with customers, insurance representatives, and team members.
• Computer Skills: Proficient in using common office software, such as MS Office, accounting software such as QuickBooks and familiarity with automotive software systems (e.g., CCC ONE, Mitchell).
• Insurance Knowledge: Familiarity with insurance procedures and regulations related to auto body repairs is highly desirable.
• Adaptability: Ability to adapt to a fast-paced and dynamic work environment. Demonstrated ability to work efficiently under pressure and adapt to changing circumstances.
• Customer Service: A positive attitude, strong work ethic, and a commitment to delivering exceptional customer service. Ability to handle customer inquiries and concerns with professionalism and empathy.
• Team Player: Strong collaboration and interpersonal skills. Willingness to work closely with the body shop manager, technicians, and other team members to achieve common goals.
• Attention to Detail: Meticulous attention to detail to ensure accuracy in administrative tasks, documentation, and record-keeping.
• Problem-Solving: Strong problem-solving skills to identify issues, find solutions, and make effective decisions that contribute to the overall efficiency of the body shop operations.

Equipment, Machines and Software Used:

Physical and Mental Requirements:

Physical Exertion:

Environmental Conditions:

Hazards and Safety Precautions:

• Hazards: Slips, trips and falls, ergonomic injuries, and occasional lifting.
• Safety Precautions: Breaks are encouraged to allow for stretching and training is provided covering slips, trips, and falls, safe lifting and stretching techniques.

Disclaimer:

• All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
• This job description in no way states or implies that these are the only duties to be performed by the employee(s) occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.
• The firm reserves the right to add to or revise an employee's job duties at any time at its sole discretion.
• This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.