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This position is 100% on-site.

Summary:

The Collision Center Administrative Assistant will ensure that department phones are answered in a timely manner, greet guests, communicate with insurance companies and guests, process necessary paperwork, arrange vehicle pick-up information, and complete rental vehicle operations.

Essential Duties include the following; however, other duties and responsibilities may be assigned.

Phone Calls

• Answer incoming calls
• Arrange vehicle tow-ins
• Contact insurance company on vehicles waiting for inspection
• Contact insurance company for confirmation of coverage, deductible, and payment verification
• Update notes in Shopman program

Greet Guests

• Instruct guest on estimate information
• Write repair orders obtain vehicle information (including current mileage) verify correct personal information have guest sign repair authorization (with estimated dollar amount)
• Update notes in Shopman program

Insurance Information

• Arrange vehicle inspection for insurance adjustor with repair coordinator
• Obtain copy of repair estimate, call for coverage, and payment information
• Obtain authorization from owner to repair vehicle based on original insurance estimate
• Disperse file to repair coordinator
• Update notes in Shopman program

Repair Order Invoicing

• Bill out all labor charges, paint materials, and shop supplies
• Flag all technicians labor time
• Reconcile repair order to the most updated insurance estimate
• Invoice balanced repair order
• Create warranty information pack
• Verify all supplement payments
• Inform guest vehicle is ready for pick up
• Update notes in Shopman program

Vehicle Pick-up

• Arrange for vehicle to be brought to front
• Arrange for repair coordinator to go over repairs with guest
• Explain repair paperwork
• Collect all monies due
• Obtain guest signature for power of attorney
• Update notes in Shopman program

Rental Vehicles

• Verify insurance coverage
• Obtain copy of guest’s valid driver’s license (all renters need to be at least 21 years old)
• Obtain copy of major credit card (security purpose)
• Verify guest’s correct personal information including business name and address
• Verify method of payment
• Obtain repair order and purchase order numbers on all internal and warranty pay rentals
• Obtain rental extension authorizations daily (rental contracts not to exceed 30 days)
• Inventory and Arrange for vehicle fleet to be neatly parked, clean, and have a full fuel tank at all times
• Deposit all monies collected in an envelope with copy of rental agreement each night

Hourly rate of $17.00.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The individual should possess:

• A high school diploma or equivalent
• Minimum of six (6) months customer service experience
• Excellent guest relations skills
• Ability to coordinate activities with other employees; pay attention to detail; read and comprehend instructions and information in the English language; work well with the public
• Must have a valid driver’s license and maintain an acceptable, safe driving record

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Individual will be required to:

• Frequently required to sit or stand for a long period of time; walk; use hands to finger, handle or feel; and reach with hands and arms.
• Frequently lift and move up to 10 pounds and occasionally lift and move objects up to 15 pounds.

The above job description is only intended as a summary of the position’s responsibilities and does not include all duties that may be required to satisfactorily perform the job. 

Penske Toyota is an equal opportunity employer and maintains a drug and alcohol-free workplace. Some positions may require applicants to possess a valid driver's license and have a good driving record.