Body Shop Administrator

Job Description

Job Title: Body Shop Administrative Assistant

Department: Collision Repair – Hellman Chevrolet Buick

Reports To: Body Shop Manager

Prepared Date: February 26, 2024

SUMMARY

Primarily responsible for soliciting and completing follow-up on estimates, negotiating with insurance companies and tracking production activities.

ESSENTIAL DUTIES - Essential Duties include the following. Other duties may be assigned.

• Meet and greet customers; Establish and maintain good working relationships with customers to encourage repeat and referral business.
• Writes professional and accurate estimates; gives fair estimates on costs and time required for body work (pending training).
• Solicit/follow-up on estimates written but not closed at point-of-sale.
• Works to achieve the market average closing ratio of 60% for all write-ups; stretch goal is 65%. Asks for the job 100% of the time.
• Examines damaged vehicle to determine extent of structural, body, mechanical, or interior damage, estimating the cost of labor and parts to repair or replace each damaged item.
• Reviews repair cost estimates with body shop manager.
• Determines feasibility of repair versus replacement of parts, such as bumpers, fenders, and doors.
• Determines salvage value on total vehicle loss.
• Prepares insurance forms to indicate repair cost estimates and recommendations.
• Establishes and maintains good working relationships with insurance adjusters; works to build negotiating skills with insurance companies
• Coordinate parts orders and deliveries; follows up on parts department orders to ensure parts availability. Ensures that all parts necessary for repairs are ordered in a timely manner, inventoried upon receipt, and charged out on the proper repair order.
• Contacts customers upon receipt of parts and schedules work in a timely and efficient manner.
• Dispatch work to the shop
• Gives accurate promised times and notifies customers immediately of any changes or delays
• Writes well-documented supplements for repairs not listed on the original estimate.
• Update the repair status to customers, rental car and insurance companies
• Track production activities
• Audit files, balance and close repair orders
• Deliver the vehicle back to the customer; verifies insurance payment, rental authorization, and balance due prior to release of vehicles.
• Handles customer complaints immediately and according to dealership's guidelines.
• Monitors paper flow to ensure that all documents are accounted for, filled out completely and legibly, and filed or distributed to the appropriate parties.
• Understands, keeps abreast of, and complies with federal, state, and local regulations that affect body shop operations, such as hazardous waste disposal, OSHA Right-to-Know, etc. Provides necessary training.

LANGUAGE SKILLS

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from clients.
• Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.

MATHEMATICAL SKILLS

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.

REASONING ABILITY

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Driver's License

Timeliness and Professionalism

• Works to build rapport with customers. Limits conversations to business related topics as appropriate.
• Works to complete all assignments and/or jobs according to all pre-determined, established deadlines.
• Maintains a professional appearance.
• Limits phone and internet usage to job-related activities.
• Limits breaks and mealtimes to times specified in the State of Colorado Part 1 State Labor Law Posting and dealership policy.
• Arrives at work promptly at the designated start time.
• Keeps the image of the dealership and customer satisfaction at the forefront of all daily activities.
• Works to communicate in a professional manner with all dealership employees and customers, including but not limited to, all phone conversations, face to face conversations and/or any e-mail correspondence.
• Works to ensure a friendly work atmosphere and promotes a team environment across all departments.

Security and Privacy of Information

• Ensures that all assigned User ID’s and Passwords are securely maintained and not shared with anyone.
• Ensures that any private, sensitive business information that is encountered is not communicated to anyone outside of the dealership as required in dealership Confidentiality Agreement.
• Works diligently to ensure any and all sensitive personal customer information is not compromised.
• Ensures that all non-public personal customer information is locked in a designated area and not left unattended for any reason. Ensures all phone conversations or face to face conversations that may contain non-public personal information are completed in a private area.

Job Type: Full-time

Salary: $15.50 - $18.50 per hour

Benefits:

401(k) matching

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Delta, CO 81416: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person