The Office Coordinator is an hourly position in the Southern California market. The Office Coordinator is responsible for all administrative functions, as well as customer service within the Fix Auto Body Shop. This person must be of a very high standard to afford management direction and oversight for administrative support, customer service, file management, record keeping and office organization functions. Additionally, it is the Office Coordinator's responsibility to close the sale and capture the keys when perspective customers walk through the door for an estimate. Performance levels must be consistently delivered and managed. The Office Coordinator will deliver an unparalleled customer service experience and ensure customer satisfaction from beginning of repairs until the delivery of the vehicle.
Provides Initial Customer Reception & Greeting
Responsible for Capturing the Sell when Customers who walk through the door by creating a positive and lasting first impression.
Assesses All Customer Needs: Initiates any & all processing requirements
Provides Primary Phone Coverage: Addresses customer inquiries when possible
Setting customer appointments, expectations, communicating to the team, and ensuring expectations are met.
Initiates Customer Information Sheet and Vehicle Check In, Schedules Customer Rental Cars
Maintains -Scheduled In- File Organization & Appointment Log
Oversees Development & Distribution of -Work Orders- & -Parts Orders-
Oversees Processing of Initial Insurance Assignments and Customer Contact
Collects Repair Order Payments From Customers
Assists with Customer Call-outs for Delivery Dates & Vehicle Pickup, keeping the customer informed throughout the repair process.
Providing precise/accurate information, asking questions and reading customer file to ensure correct information is given at all times.
Manage Administrative and Financial Activity of the Body Shop
Maintain Filing Systems & Organization
Maintain Daily Transactions including Daily Banking Transactions & Deposits by Cut Off Time, no errors
Accounts Payable & Credit statements are current and no invoices aged over 30 days
Accounts Receivable Managed Daily to Close Files
Maintain All Record Keeping for Indirect Costs and Expenses
Maintain Equipment and Supplies, Inventory Controls & Adhere to Budgets
Maintain Repair Order Job Costing, Perform Final Repair Order Audit for Proper Documentation, Bill the Payer, and Close the File
Perform Weekly/Monthly Closing Procedures.
Maintain & Submit Shop Payroll: Managing Timeclock and Overtime Daily
Maintain Personnel Records: Onboarding, Training & Training Rosters, Attendance, Performance Reviews, Paid Time Off Schedules
Maintain Employee Health and Welfare Benefits: Communicate Any & All Changes
Assist and Advise in Employee Recognition and Awards
Assist and Advise in Company Functions
Assure Prompt and Accurate Company Communication to Personnel
Ensure Financial and Administrative Security Where Required
Manage DRP Updates and Compliance, Regulatory Documents, Permits for the Shop and Ensure they are Current and Properly Posted
3 years business or customer service experience
Computer and some accounting experience is needed to perform the financial functions of the business.
Strong problem identification and objection resolution skills.
Ability to build and maintain lasting relationships.
Ability to create ideas and strategies and execute to completion.
Experience in Microsoft Office including Word and Excel.
Must own a valid driver's license
IND3
Requisition ID: 2022-22700
External Company URL: https://fixauto.com/us/en/
Street: 330 Paularino Ave
