Service Receptionist/Warranty Administrator | Audi Westlake

RUSNAK•Thousand Oaks, CA

About The Position

Are you ready to make the next move for your career? Do you have a passion for luxury cars? We are HIRING and we want to hear from you! JOIN OUR TEAM Rusnak Auto Group is a leader in the automotive industry with a stellar reputation in the Greater Los Angeles and throughout Southern California. Our commitment to serve our customers and win their loyalty has seen us expand to 14 locations with beautiful showrooms in Pasadena, Arcadia, Thousand Oaks, Ontario, and Anaheim Hills. With over six decades of success and experience, we strive to satisfy our customers’ exquisite taste by offering 11 extraordinary brands of the most sought after luxury cars. Our Audi dealership in Westlake is seeking a Service Receptionist/Warrany Administrator. This is a great opportunity to begin your automotive career. In this position, you will managing client interactions, both in-person and via telephone, in an efficient, professional, courteous, and timely manner, while upholding the highest levels of professional integrity and achieving individual proficiency goals established by management to support strategic plan objectives. In addition, you will manage claim submission and warranty receivables recovery and all associated documentation in a professional, timely and accurate manner in addition to achieving individual proficiency goals established by management to support strategic plan objectives. Rusnak Auto Group is an equal opportunity employer. We are family owned and operated since the 1960s. WHAT WE OFFER Professional development and opportunities to grow within a well-respected company Competitive Pay Health Insurance Coverage (medical, dental, vision, and life) Comprehensive Benefits Package including Annual Wellness Fair and Employee Assistance Program (EAP) 401(k) Retirement Plan Flexible Spending Account Paid Time-Off (vacation pay, sick pay, holiday pay) Parental Leave Employee Perks (sports games, theme parks, etc.) Employee Referral Bonus Program Compensation will be based on experience and skill level. To ensure the safety of our employees and clients, we follow current guidelines and provide face masks and hand sanitizers. We use hospital grade cleaning products and increased cleaning frequency.

Requirements

High school graduate or equivalent; one (1) years’ related and progressively responsible experience preferred; Auto Retailer background would be a plus.
Experience Ideal: Minimum of 5 years in position of Accounting or similar positions in automotive, Retail, Sales, Hospitality or Food & Beverage industries.
At least eighteen (18) years of age.
Current California Driver License with clean Department of Motor Vehicle driving record.

Responsibilities

Effectively and Efficiently Follow Client Greeting/Quality Control Procedures/Office Administration
Promptly, professionally, effectively, efficiently, and in a friendly manner, communicates with Clients, in-person and via telephone on computerized switchboard, to promote excellent Client relations and ensure the highest levels of Client satisfaction; determines purpose of visit/call, promptly seeks clarification, if request or objective is unclear; forwards Client/call to appropriate personnel or department while also providing an “introduction” to secondary personnel/call handler so that Client does not have re-introduce themselves or the issue; retrieves messages from computerized switchboard voice mail and forwards to appropriate personnel; documents and delivers messages or transfers calls to voice mail, when appropriate personnel are not available; carefully monitors visitor access and issues passes when required; continually develops enhanced telephone call handling and language management skills.
Maintains consistent knowledge of Company structure, telephone system, the dealership and department operations; keeps current with staff changes; answers questions about the Company and provides callers with address, directions, and other pertinent information.
Effectively and efficiently maintains and updates appointment calendars; places reminder calls prior to scheduled appointments.
Receives, sorts, and routes mail; maintains and routes publications.
Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes; creates/prints fax cover sheets, memos, correspondence, reports, other documents, when necessary.
Effectively and efficiently manages office supply inventory, performs other clerical duties as needed, such as, but not limited to, scanning, filing, driver license, data entry, photocopying, and collating.
Works closely with management to compile and maintain verified accounts payable records; reconciles statements and issues payments to vendors.
Follows established policies & procedures relevant to the assigned responsibilities.
Immediately communicates with management, when a Client concern or situation arises.
Effectively and Efficiently Manages Claims Administration
Successfully and consistently ensures that claims are correctly administered within pre-designated time frames; effectively communicates claim related repair information and recommendations clearly and accurately with all constituents.
Reviews all rejected claims on first pass with Service Manager to ensure proper procedures are being followed; corrects claim errors; re-submits claim in corrected format.
Ensures Repair Order (RO) documentation, repair procedures, and document storage complies with all Company, Manufacturer, and legal requirements and regulations.
Proactively learns, remains current with, and fully understands all manufacturers’ publications relevant to warranty claim administration.
Consistently and correctly identifies “extra charges” that can be claimed to ensure these are added during the booking process.
Maintains a close, trust-based working relationship with manufacturer partner representatives and vendors.
Effectively and Efficiently Achieves Proficiency Goals and Objectives
Participates in determination of personal performance targets; sets challenging goals.
Manages warranty schedule to ensure aging claims are processed and continually followed through to payment.
Maintains a claim status based upon specific Company, dealership, and manufacturer schedules.
Posts credit notes/reconciles receivables correctly and in a timely manner.
Effectively and Efficiently Provides Back Up Support to Service Booker
Works closely with Service Booker; crossed-trains, and remains current, on all related Company practices, policies, and procedures to ensure consistent coverage; may supervise booking department personnel as required.

Benefits

Professional development and opportunities to grow within a well-respected company
Competitive Pay
Health Insurance Coverage (medical, dental, vision, and life)
Comprehensive Benefits Package including Annual Wellness Fair and Employee Assistance Program (EAP)
401(k) Retirement Plan
Flexible Spending Account
Paid Time-Off (vacation pay, sick pay, holiday pay)
Parental Leave
Employee Perks (sports games, theme parks, etc.)
Employee Referral Bonus Program
Compensation will be based on experience and skill level.
To ensure the safety of our employees and clients, we follow current guidelines and provide face masks and hand sanitizers. We use hospital grade cleaning products and increased cleaning frequency.