BODY SHOP ADMINISTRATIVE ASSISTANT

Subaru of Portland , a dealership in the O'Brien Auto Group, is currently looking for a full-time Body Shop Administrative Assistant .

Subaru of Portland is servicing and selling a lot of vehicles and have a need to expand our staff. We are seeking a candidate who is friendly, articulate, enthusiastic and a self-motivated team player who demonstrates outstanding communication skills, maintains a positive attitude and provides an excellent work ethic in all responsibilities.

This position pays $19.00/hour.

All employees subject to eligibility requirements, we offer the following benefits:

- Paid holidays pursuant to the annual holiday calendar (typically five holidays)

- Vacation – based on hire date and paid based on position

- Medical/Dental/Vision/RX

- Ancillary Benefits such as Short/Long Term Disability, Accident, Critical Illness, Life Insurance, Spousal/Child coverages, Flexible Spending

- 401(k) plus company match

Primary Job Responsibilities:

- Answer incoming phone calls promptly and professionally. Monitor incoming emails, phone messages, and customer requests.

- Greet customers and assist with their needs.

- Schedule customer appointments and vehicle drop-offs.

- Keep customers informed about repair status and estimated completion dates.

- Assist with customer complaints and escalate concerns to management.

- Maintain a professional and welcoming office environment, including maintaining a neat and orderly work area.

- Open and maintain accurate repair orders and ensure all repair orders have the correct payment information before closing. Never release a vehicle without proper payment authorization.

- Ensure customer information, vehicle information, and insurance details are correct.

- Verify all required authorizations and signatures are obtained, including collecting customer deductibles and other payments.

- Upload and organize estimates, supplements, invoices, and repair documentation.

- Assist estimators with paperwork and administrative needs.

- Ensure repair orders are complete before being submitted for closing.

- Maintain accurate records in CCC ONE and Reynolds, as applicable.

- Communicate with insurance adjusters regarding claim information.

- Follow up on outstanding insurance approvals and supplements.

- Assist with submitting required insurance documentation.

- Track insurance payments, outstanding balances, and verify insurance payments have been received or properly documented.

- Notify management of delays affecting repairs or payment and completed vehicle repairs.

- Follow up on outstanding accounts receivable.

- Work with the accounting office to resolve discrepancies.

- Coordinate vehicle pickup and delivery appointments; help coordinate rental vehicle arrangements when needed.

- Verify that repairs are completed and the vehicle is ready for delivery.

- Confirm that final paperwork and payments are complete.

- Communicate with estimators and production staff regarding vehicle readiness.

- Maintain an organized and clean front office.

- Keep customer files and repair documentation updated.

- Support communication between the body shop, service department, parts department, and accounting office.

- Attend all training sessions and meetings.
Perform other duties as assigned by Management.
Regular attendance is essential.
Work in a cooperative, positive & professional manner with all personnel in the company.
Treat members of the public and customers in a courteous and non-discriminatory manner. Maintain a professional demeanor while at work.
Must conform to company policy regarding non-discrimination and harassment.
Miscellaneous office duties.

Equipment/Machines/Tools Typically Used: phone, switchboard, computer, adding machine, copier, calculator, stapler, fax machine, postage machine, pencils/pens, letter opener, scissors, and rulers.

Physical Demands : Frequent twisting and/or turning of trunk, reaching, and handling of objects, intermittent standing, walking and sitting, infrequent stooping, knelling, crouching, and lifting of 10lbs or less.

This is not necessarily an exhaustive list of responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this list is intended to be an accurate reflection of the current job, the dealership reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances change (i.e., emergencies, changes in personnel, work load, rush jobs, or technological developments).

Candidates for this position must possess a valid Drivers License and maintain an acceptable driving record in accordance with company policy. Employment offers are contingent upon successful completion of a comprehensive background screening and motor vehicle record review.

Subaru of Portland is an equal opportunity employer and a drug-free workplace.