Office Manager

Office Manager

Community Collision Center Leesburg, FL | Full-Time

Community Collision Center is seeking an experienced and highly organized Office Manager to oversee daily administrative operations and support the overall efficiency and profitability of the collision repair facility. This position plays a critical role in ensuring smooth office operations, accurate financial and repair documentation, strong customer communication, and coordination between departments.

The Office Manager will support production workflow, vendor management, customer satisfaction initiatives, and administrative compliance while maintaining high operational standards and supporting leadership objectives.

Administration & Office Operations

• Oversee and manage daily office operations to ensure efficiency, organization, and accuracy
• Maintain all administrative records, repair orders, and documentation within CCC ONE and internal systems
• Assist in sending weekly reporting to the General Manager and Director
• Maintain organized digital and physical filing systems for operational and compliance purposes
• Assist leadership with administrative support, reporting, and operational coordination
• Assist with tracking employee time off and PTO records

Production & Repair Workflow Support

• Monitor vehicle repair progress and maintain accurate status updates in CCC ONE
• Produce and distribute daily vehicle delivery schedules to the production team
• Participate in daily production meetings and support workflow coordination
• Ensure all repair orders and documentation are complete and accurate prior to vehicle release
• Validate pre-delivery documentation including quality checklist and required reports

Financial, Vendor & Billing Support

• Manage Accounts Receivable documentation and ensure proper financial clearance prior to vehicle release
• Verify all payments, insurance proceeds, and customer balances
• Manage and validate all monthly vendor statements and submit to accounting for payment
• Manage and validate all monthly credit card invoices and ensure proper documentation
• Order paint, materials, office supplies, and operational necessities as needed
• Monitor and help manage monthly vendor spending (Axalta, 3M, and other suppliers)

Vendor Coordination & Facility Support

• Assist in coordinating outside vendor services and facility needs, including:
• • Paint booth maintenance and repair
  • HVAC and A/C service
  • Pest control services
  • Electrical and general facility maintenance

Customer Experience & Marketing Support

• Provide proactive customer communication and updates regarding repair status
• Document all customer communications accurately in CCC ONE
• Assist in encouraging Google reviews and customer feedback to support shop growth and reputation
• Support shop social media activity, postings, and customer engagement initiatives

Operational Improvement & Team Support

• Assist leadership with implementing new operational processes and efficiency improvements
• Support shop incentive programs and performance initiatives
• Assist team members and provide administrative support across departments as needed
• Participate in maintaining I-CAR and OEM certification program documentation and compliance

Required:

• Minimum 2 years of office management or administrative experience
• Experience using CCC ONE collision management software (REQUIRED)
• Strong organizational, multitasking, and time management skills
• Excellent communication and customer service skills
• High attention to detail and accuracy
• Proficiency in Microsoft Office (Excel, Outlook, Word)
• Ability to work in a fast-paced, team-oriented environment

Preferred:

• Collision center, automotive, or body shop experience
• Experience with vendor management and billing coordination
• Experience supporting production workflow in a repair environment

• Strong organizational and operational skills
• Financial accuracy and accountability
• Customer service and relationship management
• Initiative and problem-solving ability
• Ability to prioritize tasks and meet deadlines
• Team collaboration and leadership support

• Competitive salary based on experience
• Health, dental, and vision insurance
• Paid time off and holidays
• 401(k) eligibility
• Growth opportunities within the organization