Office Assistant

We are looking to hire an Office Assistant for our collision repair shop. Your starting is compensation is based on your experience with doing the below work responsibilities.

We will provide job specific training for the new team member. There is room for growth in job responsibilities and increased pay. If you think you may qualify, please submit your resume for consideration.

Essential functions and duties
- Greet customers and visitors and maintains the Check-In Sheet.
- Answers the phone and routes calls to other team members, as needed.
- Keeps track of voicemails and ensures customers are called back and messages are relayed.
- Send and receive faxes, emails and documents. Schedule estimates and opportunities with new customers.
- Communicates updates to customers regarding progress of vehicle repairs, arrival of towed vehicles, repair completion dates, and any other pertinent information.
- Informs Estimator of any credits for customer invoice credits.
- Tags customer’s keys before they are released to Production.
- Ensure paperwork is correctly filled out.
- Creates repair orders for scheduled customers.
- Sends supplements to insurance adjusters and follows up as needed.
- Sends vehicle rental contracts to vehicle rental vendors and keeps the log up-to-date.
- Completes vehicle rental contracts with the customer.
- Keeps customer information properly stored and secured.
- Prepares bank deposits.
- Orders and manages all glass-related projects (scheduling installs and/or removals).
- Keeps the reception area clean, stocked and professional.
- Collects money from customers, insurance checks/payments, including scanning credit cards and organizing receipts.
- Manages the physical copies of invoices and statements, including organizing and reconciling in software and properly filing hardcopies.
- Prepares paperwork packets with forms for the customers who are dropping off their vehicles in the following week.
- Tracks and keeps stock of office supplies such as forms, paper, envelopes, boxes, labels, etc. and notify the manager when reorder is needed.
- Keeps the reception area, windows, counter, kitchenette and bathrooms clean and restocked.
- Designs and send thank you cards to customers.
- Waters office plants.
- Follow safety rules and maintains personal safety and the safety of others.
- Accurate recording and reporting of information required.
- Follow employee policy within the company.

Non-essential functions and duties
- Give customers a ride back to home or work, as needed.
- Pick up and drop off vehicles with other vendors.
- Assist with new or returned vehicle repair parts and write checks to parts vendors, as needed.
- Other duties may be assigned, directed or requested.

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 accommodation may be made to ensure individuals with disabilities are able to perform the essential functions.
- Working knowledge of CCC software (CRM for collision repair shops).
- Must have basic computer skills.
- Working knowledge of basic Excel and Word.
- Able to type at least 40 words per minute.
- Must have good communication skills, respectfully and efficiently assist customers. - Excellent problem solving skills.
- Excellent penmanship.
- Understanding the way the business is organized so as to correctly manage people, letters, phone calls, etc. and send traffic to the correct person.
- Must have a High school diploma or GED

Physical Requirements
The requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee:
- Must be able to observe and hear warning signs and signals within all areas of the company.
- Must be able to stand, sit, type on a computer, answer phones and walk around for at least 8 hours a day (with periodic breaks allowed).
- Must be able to occasionally push/pull up to 50 lbs. and occasionally lift up to 40 lbs.

Job Type: Full-time

Pay: $16.00 - $20.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• working in a collision repair shop: 1 year (Preferred)
• Office Assistant/Manager: 1 year (Preferred)

Work Location: One location