Position Overview
Position Title: Office Manager
Position Type: Full-Time
Location: On-Site
We are seeking a reliable, detail-oriented Office Manager to join our team. You will be the primary point of contact for vehicle owners, insurance adjusters, and parts vendors, ensuring smooth communication from vehicle drop-offs to final vehicle delivery.
If you thrive in a fast-paced environment and take pride in delivering top-notch customer service, we’d love to welcome you aboard.
Key Responsibilities
Customer Care & Front Desk
- Greet & Assist: Welcome arriving customers, handle vehicle check-ins, and direct drop-offs with professionalism and empathy.
- Phone Communication: Manage incoming phone calls and answer customer inquiries regarding repair statuses.
- Customer Updates: Proactively communicate with vehicle owners throughout the repair cycle (teardown, body work, paint, and final detailing).
Administrative & Estimate Support
- File Management: Maintain organized repair order files, ensuring physical records, estimate printouts, and digital files are up-to-date.
- Data Entry: Accurately enter repair line items, part numbers, and customer information into shop management software and productivity tools (Microsoft Office, Mitchell Connect, Google Workspace).
- Document Handling: Assist estimators with preparing customer authorization forms, insurance supplements, proofreading documents, and filing photo updates.
Billing & Basic Bookkeeping
- Invoicing & Payments: Handle customer insurance deductible collections and process payments, and handle parts and towing vendor payments.
- Vendor & Expense Tracking: Assist with processing incoming parts invoices, match invoices against repair orders, and track office/shop administrative supplies.
Qualifications & Required Skills
- Proven Office Experience: 1+ years in a receptionist, administrative, or customer service role (auto repair, collision, or dealership experience is a strong plus).
- Software Literacy: Proficient in Microsoft Office (Excel, Word) and Google Workspace.
- Detail-Oriented & Organized: Ability to accurately track part numbers, line items, and multi-step repair workflows without missing details.
- Communication: Excellent verbal and written phone etiquette; calm, reassuring demeanor when dealing with customers who have just been in an accident.
Preferred Qualifications
- Familiarity with QuickBooks or auto collision management software (e.g., CCC ONE, Mitchell, or Audatex).
- Experience handling insurance claim paperwork.
Pay: From $25.00 per hour
Work Location: In person
