Service Administrative Assistant - Park Place Motorcars Arlington - Arlington, TX

Asbury Automotive•Arlington, TX

About The Position

The Service Administrative Assistant provides administrative support to Service Managers, the Shop Foreman, Service Advisors, and the Service Department team. The role manages departmental administrative functions, including clerical support and warranty claim processing, while helping deliver an extraordinary client experience. It maintains accurate service and warranty documentation, supports department operations, ensures compliance with manufacturer and aftermarket warranty policies, and facilitates timely and accurate claim submissions and payments. The position also supports client concern resolution and follows dealership policies for privacy and information security. The role requires strong organization, communication, attention to detail, teamwork, and the ability to manage multiple responsibilities and deadlines. A high school diploma or GED and at least two years of automotive and/or administrative work experience are required. Microsoft Excel, Word, and Outlook experience is also required.

Requirements

High school diploma or GED certificate.
At least two years of automotive and/or administrative work experience.
Experience using Microsoft Excel, Microsoft Word, and Microsoft Outlook.
Strong interpersonal and communication skills and a commitment to exceptional client service.
Positive attitude, professionalism, and willingness to contribute as a team member.
Strong organizational skills and attention to detail, particularly when reviewing documentation and processing warranty claims.
Ability to manage multiple responsibilities, meet deadlines, and respond proactively to changing departmental needs.
Ability to work effectively with Service Department leadership, technicians, advisors, clients, and external warranty representatives.
Ability to maintain accurate records and handle sensitive information appropriately.
Must be at least 18 years of age.
Must successfully complete applicable pre-employment screening, including background and drug testing.

Nice To Haves

Familiarity with automotive service operations, warranty administration, repair orders, and manufacturer warranty procedures.

Responsibilities

Maintain organized, accurate, and complete Service Department paperwork and records.
Support Service Managers and the Shop Foreman with daily administrative tasks and operational needs.
Schedule training for Service Department office staff and assist with cross-training.
Keep technical publications and manufacturer resources current; review and distribute technical and warranty bulletins.
Stay current on manufacturer warranty policies, procedures, and administrative requirements.
Schedule and assist with monthly Service Department meetings and attend weekly department meetings.
Complete month-end reporting and prepare reports supporting service operations, performance tracking, and technician payroll.
Run daily technician production reports and other reports as needed.
Administer payroll for Service Department office staff in coordination with the Payroll Department.
Assist the Service Manager and Service Director in resolving client concerns.
Follow manufacturer and aftermarket warranty company policies, procedures, and requirements.
Maintain productive working relationships with manufacturer-designated warranty representatives and aftermarket warranty representatives.
Review warranty repair orders for accuracy, completeness, and legibility; ensure required diagnostic forms and supporting documentation are included.
Identify and enter appropriate labor operation codes, failure codes, and other required administrative information for warranty repair orders.
Submit warranty claims through the dealership’s current administrative systems and tools.
Verify that customer deductibles are documented and communicated so they can be collected at repair completion and vehicle delivery.
Review returned or rejected claims, identify corrections, and prepare claims for prompt resubmission.
Maintain accurate records of submitted, returned, rejected, and paid warranty claims and their status.
Monitor warranty claim performance and receivables, aiming for at least a 95% claim acceptance rate and warranty receivables of no more than 10 days.
Work with Shop Foremen, Lead Technicians, and Service Advisors to resolve warranty claim questions and documentation requirements.
Follow the dealership’s Client Concern Resolution process and assist leadership with timely, appropriate resolution of client concerns.
Comply with the Park Place Privacy and Information Security Policy and properly handle confidential client, employee, and dealership information.

Benefits

Weekly pay
Paid holidays and paid time off
Paid training
Stock awards for select management and front-line team members
Medical, vision, dental, accident, critical illness, and hospital indemnity insurance plans
Up to 12 weeks of paid pregnancy leave (disability leave)
Paid parental leave
Health savings accounts
Flexible spending accounts
Short-term and long-term disability plans
Whole life and term life insurance
401(k) with company match
Pet insurance
Digital career path tool
Continuous training through Asbury's Internal Learning Management System
Professional growth and development opportunities
Technician student loan relief resources
Employee assistance program
Employee discounts on parts and service repairs
Scholarship awards
Opportunities to join community service initiatives, including paid volunteer hours
Employee referral program with bonus opportunities