Administrative Assistant

Aston Carter

3d•Onsite

About The Position

The Operations Specialist manages relationships with independent contractors, coordinates onboarding and compliance activities, and oversees vehicle damage repair processes to ensure seamless operations and high-quality service. This role combines administrative support, customer interaction, and process improvement in a fast-paced office environment, requiring strong attention to detail, effective communication skills, and proficiency with Microsoft Office and data entry.

Requirements

2+ years of experience in an office environment using computers to perform administrative duties or in a closely related discipline.
2 to 3+ years of administrative or strong retail operational experience.
Proficiency with Microsoft Office, including strong skills in Excel and Outlook.
Strong data entry skills with a high level of accuracy and attention to detail.
Experience providing administrative support in a fast-paced environment.
Customer service experience, with the ability to communicate clearly and professionally both verbally and in writing.
Ability to multitask effectively while remaining detail-oriented and focused on delivering accurate information.
Comfort working in a fast-paced office environment and managing multiple priorities.
Ability to work cooperatively as part of a considerate, team-oriented environment.

Nice To Haves

Experience in transportation, recruiting, auto service advising, or auto claims adjusting is a plus.
Basic understanding of mechanical and automotive systems and repair-type coding is a plus.
Experience using CRM systems to manage customer or contractor information is beneficial.
Demonstrated ability to identify and support process improvements.
Strong organizational skills and the ability to track credentials, contracts, and multiple work orders simultaneously.

Responsibilities

Manage relationships with Independent Contractors by advertising vacancies on various media platforms, coordinating the onboarding process, and ensuring a positive and professional experience throughout the contractor lifecycle.
Prepare and maintain driver guides based on customer and regulatory requirements, ensuring all documentation remains accurate, current, and compliant.
Track expiring credentials for Independent Contractors and ensure yearly contracts are executed on time to avoid any gaps in service.
Follow up with Independent Contractors who terminate their contracts to complete required offboarding steps and maintain accurate records.
Provide guidance to field offices on best practices for Independent Contractor interactions and relationships, ensuring consistent and compliant processes.
Manage vehicle damage repairs by preparing detailed work orders that include vehicle information, accident damage descriptions, photos, and notes.
Act as the primary contact between body shop vendors, insurance carriers, and customers, coordinating repairs and facilitating clear communication among all parties.
Consult with body shops regarding necessary repairs and potential alternatives, balancing quality, cost, and timeliness.
Ensure all details related to repair services and associated costs are clearly communicated to customers and accurately processed in invoices.
Monitor the team dashboard regularly and complete assigned tasks to keep orders moving efficiently through the workflow.
Perform regular administrative tasks to support the team, including data entry, document management, and correspondence.
Assist with business projects and reporting by gathering data, preparing summaries, and supporting analysis as needed.
Actively identify opportunities for process improvements and participate in implementing changes that enhance efficiency, accuracy, and service quality.
Maintain a high level of customer service in all interactions, ensuring professional, timely, and accurate communication.
Use Microsoft Office, including Excel and Outlook, and CRM tools to manage information, track activities, and support daily operations.