Administrative Assistant - Body Shop

BODY SHOP ADMINISTRATIVE ASSISTANT

POSITION SUMMARY

The Body Shop Office & Accounting Clerk performs a variety of accounting, administrative, clerical, and customer-service functions necessary to support the efficient operation of the Body Shop. This position works closely with the Body Shop Manager and other dealership personnel to maintain accurate financial and customer records, process transactions and documentation, respond to customer and employee inquiries, and support an efficient, professional, and customer-focused department. The position requires accuracy, attention to detail, confidentiality, sound judgment, organization, and the ability to work effectively both independently and as part of a team.

ESSENTIAL FUNCTIONS AND DUTIES

The following duties are considered essential functions of the position. Duties may be modified or reassigned based on legitimate business needs. Accounting and Financial Responsibilities

• Review figures, postings, documents, and other financial information for accuracy, completeness, proper coding, and appropriate documentation.
• Classify, record, reconcile, and summarize financial and numerical information in accordance with company procedures.
• Maintain accurate accounting and financial records using dealership accounting systems, computers, spreadsheets, and other applicable software.
• Receive, record, and process cash, checks, receipts, vouchers, and other financial transactions in accordance with company procedures.
• Review internal repair orders (R/Os) and supporting documentation to identify the appropriate account and apply accurate accounting codes.
• Match purchase orders, order forms, invoices, receipts, and related documentation and record required information accurately.
• Research account information and respond to routine questions concerning specific accounts, transactions, invoices, and related financial records.
• Identify, reconcile, document, and report discrepancies or variances in accounting records, invoices, repair orders, and financial reports.
• Assist with maintaining accurate documentation necessary for internal accounting processes, audits, and reporting.
• Protect confidential financial, customer, employee, and company information.

Office and Administrative Responsibilities

• Perform general office duties, including filing, scanning, copying, data entry, document organization, and routine correspondence.
• Answer and direct telephone calls and respond to routine inquiries in a professional and timely manner.
• Maintain organized electronic and paper records in accordance with company procedures.
• Prepare, process, and distribute routine correspondence, forms, reports, and other documentation.
• Utilize dealership and office technology to enter, retrieve, review, and maintain information.
• Assist the Body Shop Manager with administrative duties and special projects as assigned.
• Communicate effectively with customers, employees, vendors, insurance representatives, and other individuals to provide information, answer questions, obtain information, address concerns, and resolve routine issues.
• Escalate customer complaints, accounting discrepancies, or other matters requiring management attention to the appropriate supervisor.

Customer Service and Team Responsibilities

• Provide professional, courteous, and timely service to customers and business partners.
• Maintain a professional demeanor and appearance when interacting with customers, employees, vendors, and members of the public.
• Work cooperatively with Body Shop, Service, Parts, Accounting, Sales, and other dealership personnel.
• Contribute to an efficient and positive work environment.
• Follow company policies, procedures, safety requirements, and applicable laws and regulations.
• Perform other related duties as reasonably assigned by management.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Strong attention to detail and accuracy.
• Ability to perform basic mathematical calculations and accurately review numerical and financial information.
• Ability to identify, research, and communicate discrepancies or variances.
• Strong organizational and time-management skills.
• Ability to prioritize multiple tasks and meet established deadlines.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality of customer, employee, financial, and company information.
• Ability to communicate professionally with customers, employees, vendors, insurance representatives, and other business contacts.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to learn and effectively use dealership-specific software, accounting systems, and office technology.
• Ability to operate standard office equipment, including computers, telephones, scanners, printers, copiers, and calculators.

PREFERRED SKILLS AND QUALIFICATIONS

• Previous automotive dealership, body shop, collision repair, automotive accounting, or office-administration experience.
• Previous experience with dealership accounting or repair-order processes.
• Experience with CCC ONE estimating software or other collision-repair estimating systems.
• Experience with Microsoft Windows and Microsoft Office applications.
• Experience using Google Chrome and web-based business applications.
• Typing speed of approximately 45 words per minute or greater.
• Previous experience reconciling financial records or researching accounting variances.

EDUCATION AND EXPERIENCE

• High school diploma or equivalent preferred.
• Previous accounting, bookkeeping, administrative, office, customer-service, or related experience preferred.
• Equivalent combinations of education, training, and experience may be considered.

CONFIDENTIALITY

This position may have access to confidential customer, employee, financial, insurance, repair-order, and company information. The employee is expected to protect confidential and personally identifiable information and access or disclose such information only for legitimate business purposes and in accordance with company policy and applicable law.

PHYSICAL REQUIREMENTS

The physical requirements described below represent the requirements generally necessary to perform the essential functions of this position. Reasonable accommodation may be available for qualified individuals with disabilities.

• Ability to sit at a desk and work at a computer for extended periods.
• Ability to stand, walk, bend, reach, stretch, stoop, kneel, and move about the office and Body Shop as reasonably necessary to perform job duties.
• Ability to occasionally lift and carry items weighing up to approximately 30 pounds.
• Ability to frequently lift or carry items weighing approximately 5–10 pounds.
• Ability to perform repetitive computer, keyboard, and office-equipment tasks.
• Ability to visually review documents, computer screens, invoices, repair orders, and other materials requiring close or near vision.
• Ability to communicate effectively in person, by telephone, electronically, and in writing.

WORK ENVIRONMENT

• Primarily an indoor office environment located within or adjacent to an active automotive Body Shop.
• The position may be exposed to typical Body Shop conditions, including noise, vehicle traffic, fumes, dust, equipment operation, and varying temperatures.
• The employee may interact frequently with customers, employees, vendors, insurance representatives, and other members of the public.
• The position involves regular use of computers, telephones, electronic communication, and other office equipment.
• The position requires maintaining a professional and courteous demeanor in a shared office and customer-service environment.
• Work schedules and duties may vary based on department and business needs.

OREGON EMPLOYMENT AND WORKPLACE REQUIREMENTS

This position is intended to comply with applicable federal, state, and local employment requirements. If classified as non-exempt, the employee will be paid for all hours worked and will be eligible for overtime as required by applicable law. Employees are expected to accurately record all time worked and must not perform off-the-clock work. Oregon generally requires non-exempt employees to receive required paid rest periods and unpaid meal periods based on the length of the work period. Employees are also entitled to applicable protected sick time and other protected leave and workplace rights as provided by Oregon and federal law. Oregon sick time generally accrues at a minimum rate of one hour for every 30 hours worked, subject to applicable statutory requirements and employer policies. The Company complies with applicable equal employment opportunity, anti-discrimination, anti-retaliation, disability accommodation, pregnancy accommodation, and other workplace-protection requirements. Qualified individuals with disabilities may request reasonable accommodation to perform the essential functions of the position. Oregon's disability law applies to employers with six or more employees, and Oregon considers a written position description evidence of the essential functions of a position. Nothing in this job description is intended to create or constitute a contract of employment or guarantee employment for any specific period.