Receptionist & Office Administrator

No. 1 Collision•Costa Mesa, CA

19d

About The Position

Are you a warm, bubbly, and enthusiastic individual who loves creating unforgettable first impressions? If so, we invite you to join our luxury collision repair group as a Receptionist/Office Administrator and be the welcoming face of our state-of-the-art facilities. As the first point of contact for our valued clientele, you’ll provide exceptional customer service, ensure seamless client communication, and embody the professionalism and elegance that define our brand. Please note the following Roles and Responsibilities for this position which include but is not limited to: Greet customers Answer and direct phone calls Check deductible for files before completed Collect payments from customers Coordinate with the detail department & Production Manager in preparation for pick-ups Contact customers for scheduling of estimate and repairs as well as vehicle pick up Monitor and remind customers who did not pick up over 24 hours Update appointment calendars and schedule appointments Taking tow-in vehicle request Create insurance claim files, other private insurance files, dealership, and private job repairs Prepare all paperwork and key tags for each job orders Assign jobs to each estimator Checking customer’s loss of use coverage and liability in order to determine billing insurance or claiming ATS Send rental reservation requests to insurance and monitor rental bills Monitoring the White Board, making sure picked-up vehicles are removed from it Making rental reservations for customers with Hertz or any other rental companies Monitor rental vehicle in and out dates Coordinate valet service for customers without rentals Checking Color Sand and Buff, parts invoices, and total amount when closing files Enter and manage cycle time, ensure insurance payment submitted with correct cycle time and total repair amount Maintain cleanliness of lobby and washroom Receiving and sorting daily mail, deliveries, and couriers Invoice completed files and export invoices to QuickBooks Apply payment to correct RO in QB Organizing past month files Maintain office supplies and place orders when necessary Perform other clerical receptionist duties such as filing, photocopying, faxing, refilling supplies at complimentary drink area, etc. Set up Employee ID for new employees Enter timecard for employees who did not punch in and out. Assist manager to monitor employee calendar Assist in month-end closing Ensure Synergy sales matches with QB Maintain work in progress payables Other duties as assigned

Requirements

A team player who is focused on providing exemplary customer service
Excellent communication
Ability to multi-task in a fast-paced work environment
Strong organizational skills and detail oriented
Working knowledge of computers

Nice To Haves

Automotive dealership service experiences an asset

Responsibilities

Greet customers
Answer and direct phone calls
Check deductible for files before completed
Collect payments from customers
Coordinate with the detail department & Production Manager in preparation for pick-ups
Contact customers for scheduling of estimate and repairs as well as vehicle pick up
Monitor and remind customers who did not pick up over 24 hours
Update appointment calendars and schedule appointments
Taking tow-in vehicle request
Create insurance claim files, other private insurance files, dealership, and private job repairs
Prepare all paperwork and key tags for each job orders
Assign jobs to each estimator
Checking customer’s loss of use coverage and liability in order to determine billing insurance or claiming ATS
Send rental reservation requests to insurance and monitor rental bills
Monitoring the White Board, making sure picked-up vehicles are removed from it
Making rental reservations for customers with Hertz or any other rental companies
Monitor rental vehicle in and out dates
Coordinate valet service for customers without rentals
Checking Color Sand and Buff, parts invoices, and total amount when closing files
Enter and manage cycle time, ensure insurance payment submitted with correct cycle time and total repair amount
Maintain cleanliness of lobby and washroom
Receiving and sorting daily mail, deliveries, and couriers
Invoice completed files and export invoices to QuickBooks
Apply payment to correct RO in QB
Organizing past month files
Maintain office supplies and place orders when necessary
Perform other clerical receptionist duties such as filing, photocopying, faxing, refilling supplies at complimentary drink area, etc.
Set up Employee ID for new employees
Enter timecard for employees who did not punch in and out.
Assist manager to monitor employee calendar
Assist in month-end closing
Ensure Synergy sales matches with QB
Maintain work in progress payables
Other duties as assigned

Benefits

Competitive Wages
Company Sponsored Benefits Plan (Extended Health Care, Dental, Vision, and Life Insurance)
Company Sponsored Opportunities to Travel Abroad for Training
Company Sponsored Education, and Opportunities for Growth
State-of-the-Art Facility with Ergonomic Workstations
Employee Reward Programs & Annual Safety Shoes Reimbursement & Employee Referral Bonus
Company Sponsored Recreational Event(s)
Free No.1 Collision Group Apparel
Company Lunch(s) (at least once a month)
Free Coffee and Other Beverages
Dental insurance
Health insurance
Life insurance
Paid time off
Referral program
Vision insurance