Administrative Associate-Kona

TONY HAWAII AUTOMOTIVE GROUP LLC•Kailua, HI

1d•Onsite

About The Position

Responsible for supporting the company’s Vision: “Best place to work & Best place for our guests to do business” and Mission: “Build long term relationships with our associates & guests & make a positive difference in our community”. Lead Responsibilities Lead, Coach, Teach, Mentor, Motivate & Encourage in a way that builds a team Train, supervise and monitor the performance of team. Assist in providing supervisor with constructive feedback regarding performance. Oversees the daily workflow to ensure that departmental policies and procedures are followed. Essential Job Responsibilities: Repair Orders – Coordinate to ensure all RO’s are paid and closed. Warranty work – Prepares and reviews all warranty repair orders to be closed or claimed. Process claims for payment for all service contracts and PDI’s. Prepare all the paperwork for warranty parts returns Payroll and Closing – Responsible to process payroll for the Service Department to include incentives for all valets, cashiers, and advisors. Assist in processing month end procedures. Administrative- Compiles reports for ADV CSE/MPI and misc. service contracts and cash. Reconcile and clean the following schedules -jma, pdi, pcp, misc. svc contracts, and cash Ensuring that all of the guests that she comes into contact with (whether phone or in person) experiences our Ohana-like atmosphere and "The Best Place to Do Business” Job Tasks: Collecting cash and checks from guests, service advisors and parts dept. Balancing the cash drawer to $300 and depositing DAILY. Scanning and depositing checks to our bank on the internet. Any check over $200 is processed in Cross-Check to receive authorization while documenting all pertinent information. Processing Extended Warranty payments received from Managers (CAN/Assurant etc) while assisting rentals with the 3-day rule. Contacting ext-warr companies as needed. Verifying with Tekion Cashiering that all claim payments are handled and sublet invoices are scanned and emailed, as necessary. Scanning sublet invoices and repair orders with signatures for Parts Dept. Into Tekion Ordering supplies when needed for Service Assisting Service Advisors / Dispatch in setting appointments for Special Order parts (goal is 10 appointments per day). Clearly communicating with dispatch prior to setting appointment Assisting Service Advisors with CSI and Non- CSI Call Backs (goal is all vehicles completed prior day) to ensure complete satisfaction with most recent service experience Assisting Pick Up and Delivery Process as needed

Requirements

Good verbal and written communication skills
Ensuring that she executes all aspects of current AGE Training during her daily activities.
Ensuring a clear and consistent communication line with all associates that she deals with
Ensuring all daily tasks are completed and any follow ups are communicated with Service Manager
Excellent interpersonal and customer service skills
Valid drivers license with clean driving record.
Excellent customer service skills
High School Diploma or equivalent and 2-3 year of directly related experience.

Responsibilities

Coordinate repair orders to ensure all RO’s are paid and closed.
Prepare and review all warranty repair orders to be closed or claimed.
Process claims for payment for all service contracts and PDI’s.
Prepare all the paperwork for warranty parts returns
Process payroll for the Service Department to include incentives for all valets, cashiers, and advisors.
Assist in processing month end procedures.
Compile reports for ADV CSE/MPI and misc. service contracts and cash.
Reconcile and clean the following schedules -jma, pdi, pcp, misc. svc contracts, and cash
Collect cash and checks from guests, service advisors and parts dept.
Balance the cash drawer to $300 and depositing DAILY.
Scan and deposit checks to our bank on the internet.
Process Extended Warranty payments received from Managers (CAN/Assurant etc) while assisting rentals with the 3-day rule.
Verify with Tekion Cashiering that all claim payments are handled and sublet invoices are scanned and emailed, as necessary.
Scan sublet invoices and repair orders with signatures for Parts Dept. Into Tekion
Order supplies when needed for Service
Assist Service Advisors / Dispatch in setting appointments for Special Order parts (goal is 10 appointments per day).
Assist Service Advisors with CSI and Non- CSI Call Backs (goal is all vehicles completed prior day)
Assist Pick Up and Delivery Process as needed