Kelley Chevrolet Service Administrative Assistant
Department: Service
Relationships
Reports to Service Manager and Assistant Service Manager. Will work in cooperation with Service Advisors and other Service Department personnel.
Responsibility and Authority
- Service Administrator Duties:
- 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.
- Absorb any other tasks deemed necessary per Management.
- Loaner Coordinator Duties:
- 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.
- Absorb any other tasks deemed necessary per Management.
- Cashiering Duties:
- 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.
- Absorb any other tasks deemed necessary per Management.
Qualifications
- High School diploma or the equivalent.
- Ability to read and comprehend instructions and information.
- Sales and supervisory experience preferred but not required.
- 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.
Relations with Co-Workers
Kelley Automotive maintains a work environment that is free from discrimination, retaliation and harassment, and all employees must support those ideals in their interactions with their co-workers, customers and vendors. The specific policies are set forth in the Kelley Team Member Handbook.
Working Conditions
- Will spend time at a desk in an office setting.
- Will spend a great deal of time doing paperwork.
- Will spend some time outdoors as needed to ensure that the customer gets into their vehicle.
- May be required to walk customers to their vehicle or bring the vehicle to the customer.
- Will work on a computer.
- Will have personal interaction with sales staff, service technicians, service manager, car porters and customers.
- Will be exposed to noise, dust, fumes and other hazardous or nonhazardous materials.
NOTE
THIS IS NOT NECESSARILY AN EXHAUSTIVE LIST OF THE RESPONSIBILITIES, SKILLS, DUTIES, REQUIREMENTS, EFFORTS, WORKINGCONDITIONS ASSOCIATED WITH THIS POSITION. WHILE THIS LIST IS INTENDED TO BE AN ACCURATE REFLECTION OF THE CURRENT JOB, THE DEALERSHIP RESERVES THE RIGHT TO REVISE THE FUNCTIONS, DUTIES AND REQUIREMENTS OF THE JOB OR TO REQUIRE THAT ADDITIONAL OR DIFFERENT TASKS BE PERFORMED WHEN CIRCUMSTANCES CHANGE.