Service Manager Assistant

Sunset Ford of St. Louis is seeking a full-time Service Manager Assistant or Service Administrator Assistant to support the growing needs of our 111+ year dealership. This role focuses on customer service, vehicle throughput, and internal efficiencies within our Service Department.

About the role

The Service Manager Assistant or Service Administrator Assistant will assist with administrative tasks, documentation, internal repair approvals, customer calls, rental vehicle coordination, shuttle services, cashiering, and other overflow tasks. You will work closely with our Service Director, Office Manager, and General Manager to ensure accurate communication and process improvements.

Responsibilities

• Answer incoming customer calls and schedule service appointments, understanding the complexities of daily operations.
• Process and document repairs for company-owned vehicles (Pre-Owned and New).
• Maintain and update service and customer records as required by the manufacturer.
• Process warranty-related paperwork, ensuring proper documentation and factory criteria verification.
• Stay updated on factory recalls, announcements, and procedures, and update internal processes accordingly.
• Reconcile unpaid warranty receivables and work with customers and staff to obtain payments.
• Resolve warranty claim corrections and charge-backs in a timely manner.
• Identify process inefficiencies and collaborate with managers to develop solutions.
• Assist guests with vehicle pickups and payment collection.
• Update vehicle repair statuses using shared documents like Excel for multiple departments.
• Contact and resolve unpaid claims through aftermarket warranty companies.
• Communicate time-sensitive findings to the manufacturer and management team.
• Help develop and implement processes to increase internal efficiencies.

Requirements

• Data entry, office, or automotive experience.
• Some automotive vehicle knowledge or understanding.
• Able to work in a high-paced, high-volume environment.
• Strong administrative, organizational, and communication skills.
• Proficiency with computers, Excel, Word, Outlook, and cloud-based shared documents.
• Valid driver’s license and satisfactory driving record.
• Willingness to submit to a pre-employment background check and drug test.

Benefits

• Weekends off with a 40-hour workweek and guaranteed hours.
• 100% paid health benefits for employees (Health, Dental, Vision).
• Retirement 401k with immediate and automatic enrollment.
• Paid time off as needed.
• Three performance reviews within the first year, with opportunities for pay increases.
• Competitive pay based on experience.
• Team-oriented atmosphere.
• Employee discounts on parts and service.
• Employee pricing on new and used cars.
• Referral bonuses.
• Paid training and certifications transferable to any Ford store.
• Opportunities for growth and advancement.

About Us

Sunset Ford has been in business for over 112 years, established in 1912 by Peter S. Heutel. Today, the 4th and 5th generations of the Heutel Family continue this tradition, serving St. Louis, South County, and surrounding areas. We pride ourselves on exceptional customer service and have consistently earned Ford Motor Company’s highest honor, the President’s Award, for excellence in customer service.