Service Admin Assistant

Job Description

Job Description

ESSENTIAL FUNCTIONS:

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Administrative & Financial Duties

• Reconcile daily service cash drawer and ensure accuracy of transactions

• Verify and balance repair order payments, receipts, and deposits

• Assist with end-of-day administrative closing procedures

• Maintain organized records and supporting documentation

Third-Party Warranty Administration

• Maintain and update third-party warranty schedules

• Assist with warranty claim documentation and follow-up

• Communicate with warranty companies regarding approvals, authorizations, and claim status

• Support warranty submission processes as directed by management

Rental & Loaner Support

• Assist with rental and loaner vehicle agreements when needed

• Verify required documentation, signatures, and vehicle information

• Support check-in/check-out processes for loaner vehicles

• Help maintain accurate tracking of active contracts and vehicle availability

Customer Communication

• Answer incoming service department phone calls professionally and efficiently

• Assist customers with scheduling, status updates, and general service inquiries

• Route calls appropriately to advisors, managers, or departments

• Provide a welcoming and professional customer experience

General Service Department Support

• Assist service advisors and management with administrative tasks

• Support repair order processing and documentation

• Help maintain organization and workflow within the service office

• Perform additional duties as assigned to support department operations

Qualifications • Previous dealership or automotive experience preferred

• Strong organizational and multitasking abilities

• Excellent communication and customer service skills

• Comfortable working in a fast-paced environment

• Basic accounting or cash-handling experience preferred

• Experience with Tekion or dealership management systems is a plus

• Proficient with computers, email, and Microsoft Office/Google Workspace

• Professional appearance and dependable attendance required

Expectations

• Maintain accuracy and accountability with all financial transactions

• Follow dealership processes and confidentiality standards

• Communicate professionally with customers, vendors, and team members

• Support a positive team environment and department culture

• Be adaptable and willing to assist where needed during high-volume periods

SUPERVISORY RESPONSIBILLITIES:

This role has no supervisory responsibilities

  WORK ENVIRONMENT:

This job operates in a professional office environment with frequent travel between dealership locations and local offices. This role routinely uses standard office equipment such as computers, phones, printers. with

  PHYSICAL DEMANDS:

• Must be able to lift up to 10 pounds independently; majority of lifting from knee to shoulder heights; other lifting required from various levels
• Requires standing for extended period with frequent stretching, reaching, walking and stooping, pushing and/or pulling in an environment that may be cold, hot, noisy, and wet and may have fumes or odors due to vehicle maintenance
• May requires some driving and typing. Required to have visual acuity to operate motor vehicles
• Requires excellent visual acuity and manual dexterity

BENEFITS:

• Medical Insurance plans tailored to salary and wage levels
• Dental and Vision Insurance
• Paid Parental Leave
• 401(k) with matching
• Disability Insurance, Pet Insurance, Group Life Insurance
• Flexible Spending Accounts
• Critical Illness, Accident, and Hospital Indemnity Supplemental Coverage
• Voluntary life and ADD coverage
• Short-term Disability and Long-term Disability
• Competitive Pay Plans
• Paid time off, Paid Holidays and Paid Time Off for community service events
• Employee discounts on vehicle purchases and service
• Growth opportunities
• Annual company events and family-friendly celebrations

AFFIRMATIVE ACTION/EEO STATEMENT:

The Company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, or any other status protected under applicable federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.