BODY SHOP ADMINISTRATIVE ASSISTANT

OBRIEN AUTO GROUP • Portland, OR

1d • Onsite

About The Position

Subaru of Portland, part of the O'Brien Auto Group, is hiring a full-time Body Shop Administrative Assistant to support its busy body shop. The role requires a friendly, articulate, enthusiastic, self-motivated team player with strong communication skills, a positive attitude, and a strong work ethic. The position pays $19.00 per hour and is located in Portland, Oregon.

The assistant handles customer-facing and administrative duties throughout the repair process, including answering calls and messages, welcoming customers, scheduling appointments and vehicle drop-offs, and providing repair-status updates. The role maintains accurate repair orders and customer, vehicle, and insurance records; collects required authorizations, signatures, deductibles, and payments; organizes repair documentation; and supports estimators and coordination among the body shop, service, parts, and accounting teams.

The position also involves communicating with insurance adjusters, following up on approvals, supplements, payments, and outstanding balances, coordinating vehicle pickup and delivery and rental arrangements when needed, and confirming repairs, paperwork, and payments are complete before delivery. The assistant is expected to maintain an orderly office, attend training and meetings, follow company policies, and perform other duties as assigned. Regular attendance is essential. Candidates must have a valid driver's license and maintain an acceptable driving record. Employment offers are contingent on successful completion of a background screening and motor vehicle record review.

Requirements

• Friendly, articulate, enthusiastic, and self-motivated team player.
• Outstanding communication skills, positive attitude, and excellent work ethic.
• Valid driver's license.
• Maintain an acceptable driving record in accordance with company policy.
• Successfully complete a comprehensive background screening and motor vehicle record review as a condition of employment.
• Regular attendance is essential.

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, welcoming office environment and keep the work area neat and orderly.
• Open and maintain accurate repair orders; confirm correct payment information before closing and do not release vehicles without proper payment authorization.
• Ensure customer, vehicle, and insurance information is correct.
• Verify required authorizations and signatures, and collect 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 submitting them for closing.
• Maintain accurate records in CCC ONE and Reynolds, as applicable.
• Communicate with insurance adjusters about claim information and follow up on outstanding approvals and supplements.
• Assist with submitting required insurance documentation.
• Track insurance payments and outstanding balances, and verify payments are received or properly documented.
• Notify management about delays affecting repairs or payments and about completed vehicle repairs.
• Follow up on outstanding accounts receivable and work with the accounting office to resolve discrepancies.
• Coordinate vehicle pickup and delivery appointments and help arrange rental vehicles when needed.
• Verify repairs are complete and vehicles are ready for delivery; confirm final paperwork and payments are complete.
• Communicate with estimators and production staff about vehicle readiness.
• Keep the front office clean and organized and customer files and repair documentation updated.
• Support communication among the body shop, service department, parts department, and accounting office.
• Attend training sessions and meetings.
• Perform other duties as assigned by management.
• Maintain regular attendance and work cooperatively, positively, and professionally with company personnel.
• Treat members of the public and customers courteously and without discrimination; maintain professional conduct and follow company non-discrimination and harassment policies.
• Perform miscellaneous office duties.

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, and prescription coverage.
• Ancillary benefits, including short- and long-term disability, accident, critical illness, life insurance, spousal and child coverages, and flexible spending.
• 401(k) with company match.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed