Office Clerk

Reporting to the Shop Manager or the designated manager. The Shop Clerk will perform clerical duties as assigned in accordance with corporate guidelines. Provide accurate, friendly quality service to customers when processing customer transactions. Maintain consistently high standards on quality, efficiency and safety. Must know, practice and ensure company policies and procedures and state or federal laws are always followed.

Responsibilities and Duties include but are not limited to the following:

1. Provide prompt and courteous service:

§ Demonstrate friendliness and greet every person with whom they come in contact.

§ Maintain a professional appearance and a neat work environment consistent with the Company’s Policies and Procedures.

§ Be familiar with procedures for handling all aspects of customer questions, complaints or disputes.

§ Resolve any customer complaints in a friendly, courteous manner and advise Management of all serious complaints or incidences.

2. Perform services:

§ Perform various general clerical duties, maintain various files, data, produce reports and correspondence for the supervisor/manager.

§ Must be familiar with fleet and factory account contracts; know authorized amounts for customer service transactions as described in the account contract.

§ Post transactions to vehicle account in V-Trace, i.e. mechanical repairs, process customer billing, parts, PSI’s, etc.

§ Post the shop technician incentive pay for work performed and completed by flags submitted daily.

§ Revise V-trace entries to ensure employees are accurately being paid for services performed.

§ Compile information needed for various reports and assist in coordinating project-oriented duties at the discretion of the supervisor.

§ Perform customer service transactions as described in the account contract. Work with other departments to ensure service transactions are authorized.

§ Respond to customer inquiries pertaining to vehicles

3. Other:

§ Resolve any customer complaints in a friendly, courteous manner and advise Management of all serious complaints or incidences.

§ Practice and promote teamwork always. Set a good personal example of attitude and performance.

§ Advise the Mechanical Services Manager of all equipment breakdowns and maintenance immediately.

§ Ensure all shop area conditions are not a potential threat to employee or customer safety. Respond to and follow proper procedures on employee or customer accidents, injuries, and loss or damage to any property. Report all incidents to Body Shop Supervisor or Manager immediately per auction policy.

§ Maintain a good flow of communication with all personnel.

Qualifications (Education and Experience):

§ High School Diploma or GED preferred.

§ 1 to 2 years of experience in the field or a related area.

§ Auction knowledge and experience preferred

§ Computer skills required to process customer billing

§ Ability to understand and adhere to Company policies in all areas

§ Effective interpersonal communications skills

§ Must have the ability to interact positively with others

§ Customer interaction is required

§ Assist other Shop Clerks as needed

Physical Requirements and Working Conditions:

The physical activity requirements of the position are Light to Medium Physical Work.

§ Constant – Sitting, watching, touching or fingering, listening

§ Frequent – Standing, walking, talking, reaching, feeling, grasping, pushing, pulling, kneeling, stooping, crouching, lifting

§ Potential – running, jumping, yelling or other rapid forceful movement in emergency situations

This position is subject to inside environmental working conditions, slightly elevated ambient noise levels, and minor atmospheric conditions affecting skin or respiratory systems, such as fumes, odors and dusts associated with automobile operations and emissions.

Note: This job description in no way states or implies that these are the only duties to be performed by incumbents in this position. Employee(s) will be required to follow any other job-related instruction or duties requested by an authorized person. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.

• Indirect Labor