Service Manager Assistant

About the Role

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 position will help with administrative tasks, documentation, processes, internal repair approvals, answering calls, coordinating rental vehicles and shuttles, cashiering processes, and filling in where needed. The role is managed and coached by our Service Director, Office Manager, and General Manager to ensure direct communication and support. This position also focuses on resolving and processing Ford warranty claims, assisting guests with vehicle pickup and payment collection, resolving unpaid claims through aftermarket warranty companies, communicating time-sensitive findings to the manufacturer and management, and helping develop and implement process improvements.

Responsibilities

• Answer incoming customer calls and schedule service appointments
• Process and document repairs for company-owned vehicles (Pre-Owned and New)
• Maintain and update all service and customer records as required by the manufacturer
• Process warranty-related paperwork to ensure proper documentation and verify factory criteria
• Stay current on all factory recalls, announcements, and procedures while updating internal processes
• Reconcile unpaid warranty receivables and work with service customers and staff to obtain payments
• Resolve warranty claim corrections and charge-backs in a timely manner
• Identify process issues or inefficiencies and help find or create solutions alongside managers
• Assist guests with vehicle pickup
• Use shared documents such as Excel to update vehicle repair statuses with multiple departments

Qualifications

• Data entry, office, or automotive experience
• Some automotive vehicle knowledge or understanding
• Ability to work in a high-paced / high-volume environment
• Strong administrative, organizational, and communicative skills
• Proficient with computers, including Excel, Word, Outlook, and cloud-based shared documents

What We Offer

• Work/Life Balance - Weekends Off
• 40-hour work weeks with guaranteed work
• 100% Paid Health benefits for employee - Health, Dental, Vision
• Retirement 401k - Immediate and Automatic Enrollment
• Time off when needed
• Opportunity to grow your pay - 3 Performance Reviews within the 1st year of employment
• Competitive Pay with experience
• Team Atmosphere
• Employee Discounts on Parts & Service
• Employee Pricing on New & Used Cars
• Referral Bonuses
• Paid Training and Certifications (transferable to any Ford store)
• Opportunity to grow and advance