Administrative Assistant

V.I.C.E. Automotive is seeking an organized, dependable, and detail-oriented Rental Administrative Assistant to support our customer rental program and daily office operations.This position will work under the direction of the Senior Claims Coordinator and assist with managing rental files from initial placement through final payment. The ideal candidate is comfortable communicating with customers, law firms, insurance companies, and rental providers while maintaining accurate and organized documentation.When rental responsibilities permit, this position will also assist with customer intake, document management, and other administrative tasks as needed.Primary ResponsibilitiesOpen, organize, and maintain customer rental files.Collect and verify required rental paperwork and supporting documentation.Track rental start dates, return dates, extensions, final invoices, and payment status.Upload rental lien documents and supporting records to the appropriate funding platform.Follow up with insurance companies regarding outstanding rental payments.Communicate with customers, law firms, insurance adjusters, and rental providers regarding missing documents, payment status, and rental updates.Monitor outstanding rental balances and payments received.Track payments owed to Enterprise and other rental providers.Maintain accurate and current information in the companys rental tracking system.Assist with intake overflow by gathering and entering customer, vehicle, accident, insurance, and attorney information.Scan, upload, organize, and maintain electronic records.Answer phones and assist with general customer inquiries as needed.Provide additional administrative and operational support as assigned.QualificationsPrevious administrative, customer service, or office experience.Strong organizational skills and attention to detail.Clear and professional written and verbal communication.Ability to follow established procedures and work effectively under supervision.Ability to manage multiple files, deadlines, and follow-up tasks.Comfortable making follow-up calls and communicating with insurance companies and professional offices.Basic proficiency with email, Microsoft Office, online document systems, and data entry.Ability to handle confidential customer and business information appropriately.Dependable attendance and reliable transportation.Preferred QualificationsExperience in automotive repair, insurance claims, personal injury, legal services, rental services, or customer intake.Experience working with insurance adjusters, law firms, or lien-based services.Familiarity with electronic file management or customer relationship management systems.Bilingual in English and Spanish is preferred but not required.Schedule and CompensationFull-time, Monday through FridayIn-office positionStarting pay D.O.E.90-day introductory performance reviewOpportunity for continued growth based on performance and business needsBenefitsHealth, dental, and vision insurance available after the applicable eligibility periodPaid time offCompany-paid holidaysAdditional benefits may be available in accordance with company policies and eligibility requirements
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