Job Number : PF - Collision Center Administrative Assistant
Posted : 03/20/2022
Expires : 06/30/2022
The Collision Center Administrative Assistant will ensure that department phones are answered in a timely manner, greet guests, communicate with insurance companies and guests, process necessary paperwork, arrange vehicle pick-up information, and complete rental vehicle operations.
Essential Duties include the following; however, other duties and responsibilities may be assigned.
Phone Calls
Answer incoming calls
Arrange vehicle tow-ins
Contact insurance company on vehicles waiting for inspection
Contact insurance company for confirmation of coverage, deductible, and payment verification
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Greet Guests
Instruct guest on estimate information
Write repair orders obtain vehicle information (including current mileage)
verify correct personal information have guest sign repair authorization (with estimated dollar amount)
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Insurance Information
Arrange vehicle inspection for insurance adjustor with repair coordinator
Obtain copy of repair estimate, call for coverage, and payment information
Obtain authorization from owner to repair vehicle based on original insurance estimate
Disperse file to repair coordinator
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Repair Order Invoicing
Bill out all labor charges, paint materials, and shop supplies
Flag all technicians labor time
Reconcile repair order to the most updated insurance estimate
Invoice balanced repair order
Create warranty information pack
Verify all supplement payments
Inform guest vehicle is ready for pick up
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Vehicle Pick-up
Arrange for vehicle to be brought to front
Arrange for repair coordinator to go over repairs with guest
Explain repair paperwork
Collect all monies due
Obtain guest signature for power of attorney
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Rental Vehicles
Verify insurance coverage
Obtain copy of guest valid drivers license (all renters need to be at least 21 years old)
Obtain copy of major credit card (security purpose)
Verify guest correct personal information including business name and address
Verify method of payment
Obtain repair order and purchase order numbers on all internal and warranty pay rentals
Obtain rental extension authorizations daily (rental contracts not to exceed 30 days)
Inventory and Arrange for vehicle fleet to be neatly parked, clean, and have a full fuel tank at all times
Deposit all monies collected in an envelope with copy of rental agreement each night
Hourly
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The individual should possess:
A high school diploma or equivalent
Minimum of six (6) months customer service experience
Excellent guest relations skills
Ability to coordinate activities with other employees; pay attention to detail; read and comprehend instructions and information in the English language; work well with the public
Must have a valid driver’s license and maintain an acceptable, safe driving record
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Individual will be required to:
Regularly to talk or hear.
Frequently required to sit or stand for a long period of time; walk; use hands to finger, handle or feel; and reach with hands and arms.
Frequently lift and move up to 10 pounds and occasionally lift and move objects up to 15 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
If you have any questions, please contact J. Resko at jresko@socalpenske.com