Kelley Chevrolet Service Administrative Assistant

Kelley Automotive Group LLC • Fort Wayne, IN

5d • Hybrid

About The Position

Responsible for assisting with all administrative duties in the service department, as well as providing a positive and welcoming experience for the customer. This role involves a variety of tasks including managing appointments, processing claims, maintaining communication, handling paperwork for loaner vehicles, and cashiering duties. The position requires strong organizational skills, excellent customer service, and the ability to work effectively in a fast-paced environment.

Requirements

• High School diploma or the equivalent.
• Ability to read and comprehend instructions and information.
• One year of experience operating a computer and a cash register.
• Professional personal appearance and good customer service skills.
• Must work well with others and with customers.
• Valid driver’s license and good driving record.

Nice To Haves

• Sales and supervisory experience preferred but not required.

Responsibilities

• Assist Service Advisors with booking appointments, status calls, and estimates.
• Call in claims to extended warranty or fleet companies to receive approval and payment.
• Maintain communication with service and parts personnel.
• Review all schedules for extended service contract claims, receivables, and sublets.
• Participate in monthly meetings with Service Technicians and Service Advisors.
• Process Mechanic Liens for abandoned vehicles and acquire titles.
• Review “bad debt” with the accounting department monthly.
• Review the “holding accounting” with the accounting department at the end of each month.
• Maintain inventory and prepare orders for office supplies for the service department.
• Assist with general service department workflow and processes to maximize customer satisfaction, productivity, and gross profit.
• Assist in shuttle driving and scheduling when needed.
• Prepare and handle documents/paperwork pertaining to rental/loaner agreements.
• Verify the driver’s license and insurance documentation.
• Ensure all loaner agreement documents are filled out properly and signed.
• Assist sales, F&I, and parts with stock numbers and VIN numbers.
• Participate in audits as required.
• Manage fleet of DRAC Loaner Vehicles and be responsible for knowing where all vehicles are, at all times.
• Maintain the loaner time and mileage log.
• Handle insurance claims for DRAC vehicles.
• Inspect vehicles for damage.
• Monitor and review Loaner Logs daily.
• Verify if Kelley Automotive can be reimbursed for the vehicle and attach the loaner agreement to the repair order as well as add a line to the repair order in the DMS.
• Receive cash, check and credit card payments from customers, record the amount received, and provide appropriate change, if any.
• Compute or recompute the customer’s bill utilizing the DMS.
• Explain charges in a courteous and knowledgeable manner.
• Issue receipts and paperwork to customers.
• Ascertain and record totals shown on the cash register and verify against cash on hand.
• Balance all cash, check, and credit card payments against the repair orders closed that day. Document any variances and send all documents to the accounting department each day.
• Scan all final closed repair orders into the DMS.
• Participate in frequent “scan audits” performed by the accounting department and assist with locating or reprinting missing repair orders.
• Maintain the repair order filing system and work with the accounting audit team to determine when repair orders may be shredded.
• Assist with scanning repair orders from the Decatur campus and assist with their scan audit.
• Handle customer complaints with compassion, integrity, poise, and patience. Refer the customer to the appropriate individual to resolve the problem.
• Work in the DMS to book repair orders to match estimates, verify technician’s stories, and print off customer invoices.
• Assist Service Advisors with phone calls, paperwork, and any other duties deemed necessary per Management.
• Communicate with customers to let them know their vehicle is finished.
• Prepare paperwork for customers and file appropriately with keys by the customer’s last name or business name.
• Give cash refunds or issue credit for service errors or returned merchandise.
• Assist customers in locating their vehicle.
• Any other tasks deemed necessary per Management.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED