Body Shop Admin

Job Description

Job Description

Job Title: Body Shop Administrative Assistant

Summary

Prepares and monitors insurance billings and follows up on outstanding payables. Assists Body Shop Manager with administrative tasks involving collision estimates and work in process. Closes out month-end reporting duties as assigned by General Office. 

Essential Duties

• Establishes and maintains good working relationships with insurance adjusters.
• Establishes and maintains good working relationships with customers to encourage repeat and referral business.
• Answer phones and greet customers.
• Create customer files.
• Assist in delivering vehicles to customers.
• Open and close repair orders.
• Manages rental/loaner cars.
• Schedule/update Enterprise rentals (ARMS).
• Upload pre/post scans in CCC.
• Procure and bill sublet bills on repair orders.
• Update in-shop customers on repair progress.
• Write purchase orders for Vendors.
• Reconcile received payments.
• Mail customer copies.
• Cashier invoices in DMS and send to accounting.
• Collect payments from customers.
• Investigate payments on claims before cars are released.
• Pay techs for completed repairs and maintain payroll spreadsheets for payroll.
• Follows up on parts department orders to ensure parts availability.
• Monitors progress and completion of vehicles in the shop and calls customers as necessary
• Monitors paper flow to ensure that all documents are accounted for, filled out completely and legibly, and filed or distributed to the appropriate parties.
• Prepares final billing for completed repair orders.
• Control accounts receivable for body repair work.
• Enter time off requests in ADP. Time off is not granted until your manager approves it.
• Maintains professional appearance.
• Other duties as assigned.

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.

Education and/or Experience

High school diploma or general education degree (GED); or one- to three-months of related experience and/or training; or equivalent combination of education and experience. One year customer service experience and/or training; or equivalent combination of education and experience.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Certificates, Licenses, Registrations

Valid driver's license

Training

Stay current with all DMS training.

Stay current with all Comply Net training.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sitting on a regular basis

Standing on a regular basis.

Walking on a regular basis.

Bending, twisting and/or stooping on a regular basis.

Kneeling and/or squatting infrequently

Lifting 25 lbs. infrequently.

Reaching and/or lifting overhead infrequently.

Climbing stairs.

Repetitive hand/finger movement on a regular basis.