Kelley Chevrolet Service Administrative Assistant

Overview

Department: Service

Functions: Responsible for assisting with all administrative duties in the service department, as well as providing a positive and welcoming experience for the customer.

Relationships: Reports to Service Manager and Assistant Service Manager. Will work in cooperation with Service Advisors and other Service Department personnel.

• Assist Service Advisors with booking appointments, status calls, and estimates.
• Call in claims to extended warranty or fleet companies to receive approval and payment.
• Maintain communication with service and parts personnel.
• Review all schedules for extended service contract claims, receivables, and sublets.
• Participate in monthly meetings with Service Technicians and Service Advisors.
• Process Mechanic Liens for abandoned vehicles and acquire titles.
• Review “bad debt” with the accounting department monthly.
• Review the “holding accounting” with the accounting department at the end of each month.
• Maintain inventory and prepare orders for office supplies for the service department.
• Assist with general service department workflow and processes to maximize customer satisfaction, productivity, and gross profit.
• Assist in shuttle driving and scheduling when needed.
• Any other tasks deemed necessary per Management.

• Loaner Coordinator Duties
  • Prepare and handle documents/paperwork pertaining to rental/loaner agreements.
  • Verify the driver’s license and insurance documentation.
  • Ensure all loaner agreement documents are filled out properly and signed.
  • Assist sales, F&I, and parts with stock numbers and VIN numbers.
  • Participate in audits as required.
  • Manage fleet of DRAC Loaner Vehicles and be responsible for knowing where all vehicles are, at all times.
  • Maintain the loaner time and mileage log.
  • Handle insurance claims for DRAC vehicles.
  • Inspect vehicles for damage.
  • Monitor and review Loaner Logs daily.
  • Verify if Kelley Automotive can be reimbursed for the vehicle and attach the loaner agreement to the repair order as well as add a line to the repair order in the DMS.
  • Any other tasks deemed necessary per Management.

• Cashiering Duties
  • Receive cash, check and credit card payments from customers, record the amount received, and provide appropriate change, if any.
  • Compute or recompute the customer’s bill utilizing the DMS.
  • Explain charges in a courteous and knowledgeable manner.
  • Issue receipts and paperwork to customers.
  • Ascertain and record totals shown on the cash register and verify against cash on hand.
  • Balance all cash, check, and credit card payments against the repair orders closed that day. Document any variances and send all documents to the accounting department each day.
  • Scan all final closed repair orders into the DMS.
  • Participate in frequent “scan audits” performed by the accounting department and assist with locating or reprinting missing repair orders.
  • Maintain the repair order filing system and work with the accounting audit team to determine when repair orders may be shredded.
  • Assist with scanning repair orders from the Decatur campus and assist with their scan audit.
  • Handle customer complaints with compassion, integrity, poise, and patience. Refer the customer to the appropriate individual to resolve the problem.
  • Work in the DMS to book repair orders to match estimates, verify technician’s stories, and print off customer invoices.
  • Assist Service Advisors with phone calls, paperwork, and any other duties deemed necessary per Management.
  • Communicate with customers to let them know their vehicle is finished.
  • Prepare paperwork for customers and file appropriately with keys by the customer’s last name or business name.
  • Give cash refunds or issue credit for service errors or returned merchandise.
  • Assist customers in locating their vehicle.
  • Any other tasks deemed necessary per Management.
  Qualifications

  Requirements

  • High School diploma or the equivalent. Ability to read and comprehend instructions and information.
  • Sales and supervisory experience preferred but not required.
  • One year of experience operating a computer and a cash register.
  • Professional personal appearance and good customer service skills.
  • Must work well with others and with customers.
  • Valid driver’s license and good…