Body Shop Administrative Assistant – Job Description Position Overview The Body Shop Administrative Assistant plays a vital role in ensuring the smooth operation of a collision repair facility. This position supports both front-office and back-office functions, providing exceptional customer service, managing documentation, and coordinating communication between customers, technicians, and insurance providers. Key Responsibilities * Customer Service & Front Desk * Greet customers warmly and professionally, in person and over the phone * Schedule appointments and manage the shop calendar * Provide updates to customers regarding repair status and timelines * Administrative Support * Prepare and maintain repair orders, invoices, and estimates * Process insurance claims and coordinate with adjusters * Maintain accurate records of parts orders, deliveries, and inventory * Assist with payroll, timekeeping, and technician scheduling * Communication & Coordination * Liaise between technicians, estimators, and customers to ensure timely repairs * Communicate with vendors and suppliers regarding parts and services * Support management with reporting and compliance documentation * Office Management * Maintain a clean and organized front office environment * Order office supplies and ensure equipment is functioning properly * Handle incoming and outgoing mail and correspondence Qualifications * High school diploma or equivalent (Associate’s degree preferred) * 2+ years of administrative experience (automotive or body shop experience a plus) * Proficiency in Microsoft Office and shop management software (e.g., CCC ONE, Mitchell) * Strong organizational and multitasking skills * Excellent verbal and written communication * Ability to work independently and as part of a team Working Conditions * Full-time position, typically Monday–Friday * Fast-paced, customer-facing environment * May require occasional lifting of office supplies or parts (up to 25 lbs) Preferred Traits * Detail-oriented and proactive * Calm under pressure with a problem-solving mindset * Familiarity with automotive terminology and repair processes
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