Body Shop Receptionist

Job Summary:

The Body Shop Receptionist serves as the first point of contact for customers, visitors, and vendors entering the auto body shop. This role involves a variety of administrative and customer service duties, including greeting clients, scheduling appointments, answering phone calls, and managing paperwork related to auto repairs. The receptionist plays a crucial role in ensuring a smooth flow of operations within the body shop and providing a positive, welcoming experience for customers.

Key Responsibilities:

• Customer Service:
  • Greet customers upon arrival, answering inquiries, and directing them to the appropriate service personnel.
  • Provide detailed information about services, pricing, and timelines for vehicle repairs and estimates.
  • Schedule appointments for vehicle repairs, estimates, and pick-ups, ensuring efficient use of shop resources.
  • Handle customer complaints and issues in a professional, courteous manner and escalate as needed.
• Phone and Email Management:
  • Answer incoming calls, take messages, and route calls to the appropriate departments or staff.
  • Respond to customer emails and provide information regarding repair status, estimates, and other shop-related inquiries.
  • Follow up with customers to confirm appointments or repair updates.
• Administrative Duties:
  • Maintain accurate records of customer interactions, repair orders, and work orders.
  • Update customer information in the system, including vehicle details, repair history, and warranty information.
  • Process payments and invoices for services rendered, ensuring accurate billing.
• Coordination and Communication:
  • Act as a liaison between customers, technicians, and management, ensuring effective communication about repair timelines, parts availability, and service updates.
  • Monitor the progress of vehicle repairs and notify customers when their vehicles are ready for pickup.
  • Organize and maintain filing systems for customer files and repair documents.
• Inventory and Supplies:
  • Assist in ordering office supplies and ensuring the reception area is well-stocked and organized.
  • Keep track of inventory for parts and other materials, assisting with communication between parts departments and customers.
• Other Duties:
  • Maintain a clean and welcoming reception area.
  • Assist with general office tasks as required (faxing, scanning, filing, etc.).
  • Support the body shop manager and team with administrative tasks and any special projects as needed.

Required Qualifications:

• High school diploma or equivalent; some college coursework or relevant experience is a plus.
• Previous experience in a customer service or receptionist role, preferably in the automotive or body shop industry.
• Basic understanding of automotive terminology and repair processes is desirable but not required.
• Strong verbal and written communication skills.
• Excellent organizational and multitasking abilities.
• Proficiency with office equipment (phones, computers, fax, etc.) and basic software applications (Microsoft Office, email, etc.).
• Ability to handle sensitive customer issues with professionalism and confidentiality.
• Friendly, positive, and customer-focused attitude.

Preferred Qualifications:

• Knowledge of automotive repair processes or experience in an auto body shop setting.
• Bilingual or multilingual capabilities are a plus.

Working Conditions:

• Full-time position, Monday to Friday (with possible Saturday hours depending on shop needs).
• The role is typically performed in an office environment with some exposure to the auto shop area.
• Occasional lifting of light office supplies and equipment may be required.
• A professional appearance is expected as the receptionist is the first point of contact for customers.

This job description is intended to outline the general duties and responsibilities of the Body Shop Receptionist role. It is not exhaustive, and additional tasks may be assigned as needed to support the smooth operation of the body shop.

Salary : $15 - $18