Service Admin Assistant

Job Title

Administrative & Financial Duties

• Reconcile daily service cash drawer and ensure accuracy of transactions

• Verify and balance repair order payments, receipts, and deposits

• Assist with end-of-day administrative closing procedures

• Maintain organized records and supporting documentation

Third-Party Warranty Administration

• Maintain and update third-party warranty schedules

• Assist with warranty claim documentation and follow-up

• Communicate with warranty companies regarding approvals, authorizations, and claim status

• Support warranty submission processes as directed by management

Rental & Loaner Support

• Assist with rental and loaner vehicle agreements when needed

• Verify required documentation, signatures, and vehicle information

• Support check-in/check-out processes for loaner vehicles

• Help maintain accurate tracking of active contracts and vehicle availability

Customer Communication

• Answer incoming service department phone calls professionally and efficiently

• Assist customers with scheduling, status updates, and general service inquiries

• Route calls appropriately to advisors, managers, or departments

• Provide a welcoming and professional customer experience

General Service Department Support

• Assist service advisors and management with administrative tasks

• Support repair order processing and documentation

• Help maintain organization and workflow within the service office

• Perform additional duties as assigned to support department operations

Qualifications

• Previous dealership or automotive experience preferred

• Strong organizational and multitasking abilities

• Excellent communication and customer service skills

• Comfortable working in a fast-paced environment

• Basic accounting or cash-handling experience preferred

• Experience with Tekion or dealership management systems is a plus

• Proficient with computers, email, and Microsoft Office/Google Workspace

• Professional appearance and dependable attendance required

Expectations

• Maintain accuracy and accountability with all financial transactions

• Follow dealership processes and confidentiality standards

• Communicate professionally with customers, vendors, and team members

• Support a positive team environment and department culture

• Be adaptable and willing to assist where needed during high-volume periods

Supervisory Responsibilities

This role has no supervisory responsibilities

Work Environment

This job operates in a professional office environment with frequent travel between dealership locations and local offices. This role routinely uses standard office equipment such as computers, phones, printers.

Physical Demands

• Must be able to lift up to 10 pounds independently; majority of lifting from knee to shoulder heights; other lifting required from various levels
• Requires standing for extended period with frequent stretching, reaching, walking and stooping, pushing and/or pulling in an environment that may be cold, hot, noisy, and wet and may have fumes or odors due to vehicle maintenance
• May requires some driving and typing. Required to have visual acuity to operate motor vehicles
• Requires excellent visual acuity and manual dexterity

Benefits

• Medical Insurance plans tailored to salary and wage levels
• Dental and Vision Insurance
• Paid Parental Leave
• 401(k) with matching
• Disability Insurance, Pet Insurance, Group Life Insurance
• Flexible Spending Accounts
• Critical Illness, Accident, and Hospital Indemnity Supplemental Coverage
• Voluntary life and ADD coverage
• Short-term Disability and Long-term Disability
• Competitive Pay Plans
• Paid time off, Paid Holidays and Paid Time Off for community service events
• Employee discounts on vehicle purchases and service
• Growth opportunities
• Annual company events and family-friendly celebrations

Affirmative Action/EEO…