Body Shop Customer Service Representative

Company: Bill Alexander Ford
Location: Yuma
Posted on: May 3, 2021

Job Description:

Job Purpose

* Act as the first and last positive impression to all customers and guests. * To process and collect all outstanding accounts receivable for the body shop department. * To process to the maximum all small claims issues for the body shop department. Job Profile

* Professional attitude and appearance. * Excellent customer contact skills tactful and firmly. * Excellent verbal, writing and interpersonal skills. * Excellent organizational skills and attention to detail. * Team player, positive attitude, self-motivated, able to manage, organizes, and prioritizes time. * Prior experience in an auto dealership preferred. Prior experience, with accounts receivable or any administrative position. * Working knowledge or trainable in automotive retail center computer systems (R&R computer systems preferred). Proficient in the use of common PC applications such as Excel and Word. And experience with 10 keys. Working Relationship

* Report to the ALEXANDER Center Manager. * Work cooperatively and effectively with all departments and employees. Customer Responsibilities

* Make customers feel welcome by greeting them in a friendly and courteous way and directing them to their desired destinations. * Ensure that customers enjoy their shopping and buying experience by providing a courteous and friendly environment. * Ability to handle customers with outstanding balances firmly and tactfully. * Resolve difficult matters diplomatically. * Contribute to team effort and follow the Alexander Automotive Mission Statement. Transaction Responsibilities

* Perform accounts receivable functions accurately and on time by actively listening and carefully following instructions and procedures. Tasks include:

* Assist with answering incoming calls with standard greeting. * Set up appointments for estimates. * Provide information to insurance company and customers when requested by faxing estimates, invoices, tow bills and other sublets. * Process and collect all accounts receivable * Work closely with estimators and insurance adjusters to process get all claims paid according to COD company policy. * Process and collect all payments (cash, checks, credit cards, atm etc.) by stamping RO’S and initialing. * Close daily all body shop repair orders by following company COD policy. * Post time cards and prepare them for payroll by checking over-time, shop-time, UN-accounted time and inform office and body shop manager. * Distribute all body shop warranty repairs to warranty department. * Process body shop deposit by entering payment info in comment area in the RO, write repair order # on check, stamp back of the check with ALEXANDER  deposit stamp and make necessaries copies for body shop files * Inform all body shop estimators of unknown checks received via e-mail, by telephone, and by placing copy of check in their in box. * Process and mail all body shop authorized refunds to customers and insurance company. * Process and post all body shop purchase orders and obtain necessary authorization and information such as repair order #, customer name, etc. * Attach purchase orders to the invoices, code them with invoices # and bring them to accounts payable person in the business office. * Post all sublets to repair orders on line number six. * Keep track of receivables by estimator and provide report to office and body shop manager. * Review all open RO’S and inform the body shop and office manager of any RO that is open and vehicle is no longer in company lot. * Review with office manager accounts receivables schedule #4 * Mail and monitor on a monthly basis parts invoices rebate. * Meet with body shop and office manager to review direct pay insurance and customers discrepancies on customer repairs. * Commence the process for non-collectable outstanding balances for proper documentation to present in small claims court by pulling paper work needed it to review with corresponding manager and office manager. To send certify letter, file small claims and hires proper serving of documentation to defendant. * Office supplies and office equipment. * Assist Office as needed * Maintain timely, neat, accurate and accessible all body shop records * Keep body shop filing current * Work on special projects approved by Office Manager. Logistical Responsibilities

* Maintain high standards of cleanliness and order on work areas. * Maintain highest level of punctuality and professionalism. Ongoing Responsibilities

* Dependability; Complete tasks on schedule, accept accountability, and maintain a good attendance record. * Participatory/Interpersonal; Work effectively with employees and customers. * Communication; Speak, read, and write well. Report any areas needing improvement or any problems to Manager. * Flexibility; Accommodate schedule needs, accept change and take on special tasks as needed. * Ability to learn; Learn and apply information without excessive resources or time. * The Body Shop Administrator will assist store operations by following required Quality Management System’s (Q.M.S.) guidelines, procedures and processes. * Follow and adhere to Body Shop Administrator Standards. Measurements of Effectiveness

* Process and maintain all body shop accounts receivables and keep current * Close all body shop repair orders daily by following COD company policy * Provide all purchase orders to A/P weekly * Review all open RO’S and inform the body shop and office manager of any RO that is open and vehicle is no longer in company lot. * Review receivables by estimator and provide report to office and body shop manager. * Review with office manager accounts receivables * Keep Body shop filing up to date Benefits:

* Medical Plan * Dental Plan * Vision Plan * Supplemental Benefits * Life Insurance * 401(K) Plan * Paid Vacation * Paid Training * Opportunities for advancement  

Keywords: Bill Alexander Ford, Yuma , Body Shop Customer Service Representative, Other , Yuma, Arizona