SmartANALYSIS Admin Coordinator

Location:

Wichita, KS

In-Person position

The SmartANALYSIS Admin Coordinator is responsible for providing general office support with a variety of clerical activities and related tasks. Additional requirements include answering inquiries and obtaining information for general public, distributors, visitors and other interested parties.

• Adheres to company policies and presents a professional, positive attitude at all times.
• Maintain confidentiality of sensitive business information
• Participate in team meetings and training sessions
• Organize electronic and physical filing systems
• Identify opportunities for process improvements and efficiency gains
• Serve as primary point of contact for distributor or dealership inquiries and requests
• Respond to emails, phone calls, and other communications in a timely and professional manner
• Facilitate information exchange between internal teams, distributors, and dealers
• Monitor and manage JIRA ticket queues on a daily basis
• Create and maintain JIRA workflows and processes for efficiency
• Prioritize incoming tickets based on urgency and business impact
• Assign and route tickets to appropriate team members or departments
• Update ticket status and maintain accurate documentation throughout the resolution process
• Follow up on pending tickets to ensure timely closure
• Remotely download repair orders from various Dealer Management Systems (DMS), including CDK, Reynolds & Reynolds, Dealer track
• Review and verify repair order documentation for completeness and accuracy
• Organize and maintain digital filing systems for all downloaded repair orders
• Prepare and submit labor and parts increase requests to OEM for approval
• Ensure all submissions meet OEM formatting and content requirements
• Track submission status and follow up on pending approvals
• Maintain records of all rate and markup changes
• Assist with special projects and additional administrative tasks as assigned

• High school diploma or GED required.
• A minimum of two (2+) or more years of experience in office setting, preferably in answering multi-line phones and greeting visitors.
• Must have a valid driver's license.