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

Asbury Automotive Group•Arlington, TX

About The Position

The Service Administrative Assistant supports the Service Manager(s), Shop Foreman, Service Advisors, and Service Department team while managing administrative functions, clerical staff support, and warranty claim processing. The role maintains accurate service and warranty documentation, supports department operations, ensures compliance with manufacturer and aftermarket warranty policies, and facilitates timely and accurate warranty claim submissions and payments. It also contributes to client satisfaction by assisting with client concerns and following the dealership’s Client Concern Resolution process.

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, especially 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.
Provide daily administrative and operational support to Service Manager(s) and the Shop Foreman.
Schedule training for Service Department office staff and assist with cross-training.
Keep technical publications current and distribute technical and warranty bulletins to appropriate personnel.
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 relationships with manufacturer-designated warranty representatives and aftermarket warranty company representatives.
Review warranty repair orders for accuracy, completeness, and legibility, and ensure required diagnostic forms and supporting documentation are included.
Identify and enter required labor operation codes, failure codes, and other administrative information on warranty repair orders.
Submit warranty claims using the dealership’s current administrative systems and tools.
Verify that applicable customer deductibles are documented and communicated for collection when repairs are completed and vehicles are delivered.
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, striving for at least a 95% claim acceptance rate and warranty receivables of no more than 10 days.
Collaborate 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 client resolutions.
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 eligible 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 and 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
Community service initiatives, including paid volunteer hours
Employee referral program with bonus opportunities