Collision Office Administrator

Willis Automotive • Des Moines, IA

7d

About The Position

Willis Automotive is a family and locally owned automotive group located in Des Moines, IA. We carry INFINITI, Cadillac, Lexus, MINI Cooper, Jaguar, Land Rover, Volvo, Chevrolet, and Nissan. Our growing company also includes Collision, Detail, and Reconditioning teams. At Willis Automotive, we adhere to our six core values to maintain a tradition of automotive excellence and service leadership for all of our guests!

Under the direction and supervision of the Assistant Collision Center Office Manager, this position is responsible for handling administrative, telephone, and customer service functions relating to the department.
Performs all duties within the objectives, standards, and policies of Willis Automotive.

Requirements

• Ability to read and comprehend instructions and information
• Previous administrative, reception and/or customer service experience
• Strong ability to work comfortably with the public and internal staff
• Professional appearance and attitude
• Previous PC computer/keyboarding skills required
• Working knowledge of MS Word, Excel and Outlook
• Ability to stay focused on projects/details through completion
• Good written and oral communication skills
• Must have ability to work well in a team-based environment

Responsibilities

• Answers all incoming calls in a timely, professional and courteous manner.
• Greets all customers in a timely, professional and courteous manner.
• Assists in the scheduling of appointments for estimates; rental car reservations; customers bringing vehicles in for repair; customers picking up vehicles.
• Entering customer information in collision management system.
• Opening repair orders; purchase orders; creating files and tagging keys to vehicle
• Ensures that the necessary customer information (name, address, insurance company, vehicle VIN, etc.) is obtained for estimates.
• Assists the office administrative staff with clerical functions; customer appointment schedule including arranging customer transportation and vehicle pickup/ delivery.
• Works together with the quality control department to shuttle drop-off vehicles out of guest parking and in appropriate Collision parking.
• Ensures that copies of estimates are provided to Parts department.
• Reminder calls to customers the day before their scheduled appointment.
• Performs daily follow-up calls to customers that have not arrived by 12:00 noon.
• Ensures that invoices and customer checks are taken to the accounting department on a daily basis
• Serves as a Collision runner and shuttles vehicles between departments – accessories, service, detail, etc.
• Prepare and submit all final bills to insurance companies
• Manage the accounts receivable functions, including collections on accounts and assisting with the financial management and profitability of the department
• Prepares the weekly technician payroll data
• Communicates work accomplishments and activities to supervisor on a regular basis.
• Maintains adequate office supplies for department including copier and fax supplies.
• Collects and distributes the daily department mail.
• Performs any other related duties as assigned.

Benefits

• A great benefits package, available the first month following 30 days of employment, which includes: Medical, Dental, Vision, Short and Long Term Disability, plus additional supplemental insurances
• 401k with company match
• Paid Time Off and 7 paid holidays
• Employee discounts at all locations
• Paid training and development on and off-site
• Employee appreciation: employee of the month, food trucks, community involvement, discounted event tickets, and more!

What This Job Offers

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