Administrative Assistant I (Maintenance)

We are seeking a highly organized and motivated Administrative Professional to join our team at Speed Wrench, Inc., a reputable automotive body shop. This position is ideal for someone who thrives in a fast-paced environment and enjoys supporting both the front and back-end operations. The role includes managing office tasks, supporting customer interactions, assisting in inventory management, and contributing to the overall efficient running of the company.

Key Responsibilities:
Customer Service & Client Relations:
o Greet and assist customers in person, over the phone and email.
o Answer inquiries related to estimates, repair progress, and other services.
o Schedule appointments for vehicle repairs and consultations.
o Communicate with insurance companies regarding claims and repair status.
o Maintain a customer-friendly atmosphere and resolve any service issues promptly.
Office Administration:
o Manage the day-to-day operations of the office, including filing, sorting, and organizing documents.
o Maintain accurate records of customer information, repair orders, and invoicing.
o Process and manage incoming and outgoing mail, emails, and phone calls.
o Ensure all customer service forms, repair orders, and estimates are correctly filled out and maintained.
Billing & Invoicing:
o Prepare and process invoices and payment receipts for customers.
o Assist with insurance billing and follow up on outstanding balances.
o Coordinate with the finance team to ensure accurate invoicing and payment tracking.
Inventory & Parts Management:
o Assist with inventory tracking for auto parts and supplies.
o Help order new stock and ensure parts are available for scheduled repairs.
o Track and manage incoming shipments of parts and materials.
General Office Support:
o Assist with timekeeping and other related tasks.
o Maintain a clean and organized office environment.
o Support management with various administrative projects as needed.

Skills & Qualifications:
Experience as an administrative assistant, receptionist, or similar role preferred.
Excellent organizational and time-management skills.
Strong communication skills, both written and verbal.
Proficient in Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment.
Ability to work independently and as part of a team in a fast-paced environment.
Previous experience in an automotive or repair shop environment is a plus, but not required.
Knowledge of automotive parts and repair processes is a bonus.
Strong attention to detail and the ability to multi-task effectively.

Education & Experience:
High school diploma or equivalent required.
Previous administrative experience is preferred but not required.

Physical Requirements:
Ability to sit for extended periods, use a computer, and answer phones.
Occasional lifting (up to 20 lbs.) may be required for office supplies and files.

Compensation:
Competitive salary, based on experience