Kelley Chevrolet Service Administrative Assistant

About the role

Responsible for assisting with all administrative duties in the service department and providing a positive, welcoming experience for customers. Reports to the Service Manager and Assistant Service Manager, working closely with Service Advisors and other service department personnel.

Responsibilities

• Assist Service Advisors with booking appointments, status calls, and estimates.
• Call in claims to extended warranty or fleet companies for 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 month‑end.
• Maintain inventory and prepare orders for office supplies for the service department.
• Assist with general service department workflow to maximize customer satisfaction, productivity, and gross profit.
• Assist in shuttle driving and scheduling when needed.
• Prepare and handle rental/loaner agreement documents.
• Verify driver’s license and insurance documentation for loaner vehicles.
• Ensure loaner agreements are properly completed and signed.
• Assist sales, F&I, and parts with stock numbers and VIN numbers.
• Participate in required audits.
• Manage the fleet of DRAC Loaner Vehicles, knowing the location of each vehicle at all times.
• Maintain loaner time and mileage logs.
• Handle insurance claims for DRAC vehicles and inspect for damage.
• Monitor and review Loaner Logs daily.
• Verify reimbursement eligibility for loaner vehicles and attach agreements to repair orders in the DMS.
• Receive cash, check, and credit card payments; record amounts and provide