Timbrook Collision Center Office Staff

"Join Our Team: Delivering Excellence in Automotive Service and Customer Care at Timbrook Automotive!"

Job Summary

As a member of the Office Staff, you will play a crucial role in supporting the administrative functions of our Timbrook Collision Center. You will work closely with customers, service technicians, sales staff, and management to ensure seamless operations and deliver exceptional service to our clients.

Key Responsibilities

• Greet customers and assist with inquiries in person, over the phone, and via email.
• Schedule service appointments and communicate with customers regarding service updates and completion times.
• Address customer concerns and resolve issues promptly and professionally.
• Prepare invoices for vehicle repairs, parts sales, and other services rendered.
• Process payments, including cash, checks, credit cards, and electronic transactions.
• Reconcile accounts and ensure accuracy in financial transactions.
• Maintain accurate records of customer information, service history, vehicle details, and transactions.
• Enter data into computerized systems, including customer databases, billing software, and inventory management systems.
• Generate reports and analyze data to track performance metrics and identify areas for improvement.
• Coordinate appointments and allocate resources effectively to optimize service department workflow.
• Schedule vehicle deliveries, rentals, and loaner cars for customers as needed.
• Liaise with service technicians and parts department staff to ensure timely completion of repairs and parts orders.
• Assist with general office tasks, such as filing, faxing, copying, and scanning documents.
• Order office supplies and maintain inventory levels to support daily operations.
• Handle incoming and outgoing mail and packages.
• Ensure compliance with company policies, procedures, and industry regulations.
• Prepare and maintain documents related to vehicle sales, leases, warranties, and service contracts.
• Assist with paperwork for vehicle registration, title transfers, and other legal requirements.
• Follow up with customers after service visits to gather feedback and ensure satisfaction.
• Conduct surveys or solicit reviews to gauge customer experience and identify areas for improvement.
• Build and maintain positive relationships with customers to encourage repeat business and referrals.
• Maintain a clean, organized, and safe work environment in accordance with company policies and procedures.

Skills & Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Minimum high school diploma or GED equivalent required.
• Previous experience in an automotive parts department is preferred.
• Excellent interpersonal and communication skills to interact effectively with customers and colleagues.
• Strong organizational abilities with the capability to manage multiple tasks and prioritize responsibilities in a fast-paced environment.
• Attention to detail and accuracy in data entry, record-keeping, and document preparation.
• Problem-solving skills with the ability to identify issues, analyze situations, and implement effective solutions.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook) and familiarity with automotive dealership management software (DMS) or similar systems.
• Collaborative mindset with a willingness to work closely with other team members and departments to achieve shared goals.
• Adaptability to changing priorities, procedures, and technologies within the automotive industry.
• Professional appearance, demeanor, and work ethic.

While this list is intended to be an accurate reflection of the current job, this is not necessarily an exhaustive list of responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. The company reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances change (i.e., emergencies, changes in personnel, workload, rush jobs, or technological developments). Be ready and willing to perform additional tasks or duties as needed or requested by management.

Working Conditions

Office Staff typically work in an office setting within an automotive dealership or repair facility. The job may involve sitting for extended periods, using computers, phones, and other office equipment, and occasional interaction with customers and staff in the service and sales departments. Must be able to lift up to 15 pounds at times.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We are an equal opportunity employer. All persons shall have the opportunity to be considered for employment without regard to actual or perceived race, color, religion, creed, sex, sexual orientation, gender identity or expression, national origin, age, ancestry, ethnicity, disability, pregnancy, citizenship, marital status, familial status, military or veteran status, genetic information, predisposing genetic characteristic, status as a victim of domestic violence, stalking and sex offenses, or any other status protected by applicable federal, state or local law.