Administrative Assistant - Body Shop

BODY SHOP ADMINISTRATIVE ASSISTANT POSITION SUMMARY

The Body Shop Office & Accounting Clerk performs a variety of accounting, administrative, clerical, and customer-service functions necessary to support the efficient operation of the Body Shop. This position works closely with the Body Shop Manager and other dealership personnel to maintain accurate financial and customer records, process transactions and documentation, respond to customer and employee inquiries, and support an efficient, professional, and customer-focused department.

The position requires accuracy, attention to detail, confidentiality, sound judgment, organization, and the ability to work effectively both independently and as part of a team.

The following duties are considered essential functions of the position. Duties may be modified or reassigned based on legitimate business needs.

• Review figures, postings, documents, and other financial information for accuracy, completeness, proper coding, and appropriate documentation.
• Classify, record, reconcile, and summarize financial and numerical information in accordance with company procedures.
• Maintain accurate accounting and financial records using dealership accounting systems, computers, spreadsheets, and other applicable software.
• Receive, record, and process cash, checks, receipts, vouchers, and other financial transactions in accordance with company procedures.
• Review internal repair orders (R/Os) and supporting documentation to identify the appropriate account and apply accurate accounting codes.
• Match purchase orders, order forms, invoices, receipts, and related documentation and record required information accurately.
• Research account information and respond to routine questions concerning specific accounts, transactions, invoices, and related financial records.
• Identify, reconcile, document, and report discrepancies or variances in accounting records, invoices, repair orders, and financial reports.
• Assist with maintaining accurate documentation necessary for internal accounting processes, audits, and reporting.
• Protect confidential financial, customer, employee, and company information.

• Perform general office duties, including filing, scanning, copying, data entry, document organization, and routine correspondence.
• Answer and direct telephone calls and respond to routine inquiries in a professional and timely manner.
• Maintain organized electronic and paper records in accordance with company procedures.
• Prepare, process, and distribute routine correspondence, forms, reports, and other documentation.
• Utilize dealership and office technology to enter, retrieve, review, and maintain information.
• Assist the Body Shop Manager with administrative duties and special projects as assigned.
• Communicate effectively with customers, employees, vendors, insurance representatives, and other individuals to provide information, answer questions, obtain information, address concerns, and resolve routine issues.
• Escalate customer complaints, accounting discrepancies, or other matters requiring management attention to the appropriate supervisor.

• Provide professional, courteous, and timely service to customers and business partners.
• Maintain a professional demeanor and appearance when interacting with customers, employees, vendors, and members of the public.
• Work cooperatively with Body Shop, Service, Parts, Accounting, Sales, and other dealership personnel.
• Contribute to an efficient and positive work environment.
• Follow company policies, procedures, safety requirements, and applicable laws and regulations.
• Perform other related duties as reasonably…