Administrative Assistant

Location: Irvine, CA (On-site) | Full-Time | Hourly Rate: $17-$24 an hour | Schedule: Monday to Friday from 8am-5pm

A body shop receptionist's duties include greeting and assisting customers, answering phones, scheduling appointments, managing paperwork and records, and acting as a liaison between customers and technicians to provide updates on vehicle repairs. They also handle payments, maintain a clean and organized reception area, and perform other general administrative tasks to ensure smooth shop operations. 

Customer Service & Communication

Greeting And Assisting:

• Welcome customers, determine the nature of their visit, and direct them to the appropriate person or department. 

Answering Phones:

• Handle incoming calls, screen them, and route them to the correct individual or take messages.  

Information & Updates:

Serve as a communication link between customers, estimators, and technicians to keep everyone informed about repair status, timelines, and insurance claims. 

Administrative Tasks & Record Keeping

• Scheduling: Book appointments for vehicle drop-offs and repairs. 
• Paperwork: Assist customers with necessary documents, process repair orders, invoices, and insurance forms. 
• Data Entry & Filing: Accurately record customer information, manage repair orders, and maintain organized files. 

Financial & Operational Duties

• Processing Payments: Accept payments from customers (cash, check, or charge) and balance the cash drawer. 
• Accounts Management: Handle basic accounts payable and accounts receivable. 
• Office Organization: Keep the reception area clean, tidy, and welcoming for visitors. 

Key Skills

• Excellent Customer Service: Providing a positive and helpful experience for customers. 
• Strong Communication: Clearly and professionally communicating with customers and the team. 
• Organizational Skills: Managing multiple tasks, records, and appointments effectively. 
• Computer Skills: Utilizing various software for scheduling, data entry, and record-keeping. 

Requirements:

• Reliable transportation.
• Willingness to undergo training and stay current on automotive service trends.
• Commitment to maintaining a professional and courteous demeanor when interacting with customers.
• Ability to handle high call volumes and stressful situations calmly and professionally.
• Full-time availability. You’ll also need to be at least 18 years old
• Strong communication skills with both Norm Reeves staff and guests
• Be able to work comfortably both with guests in-person and via phone calls
• A professional appearance and work ethic
• Excellent organizational and follow-up skills
• Ability to multi-task in a fast-paced environment

What We Offer:

• Unlock Your Potential – Free Training & Limitless Advancement Opportunities to Skyrocket Your Career Growth.
• Invest in Yourself – Tuition Reimbursement
• Health and Wellness First – Comprehensive Medical, Dental, and Vision Plans to Keep You and Your Family Thriving.
• Enjoy Complimentary Group Life Insurance for Added Peace of Mind.
• Your Network, Your Success – Employee Referral Bonus Program - Earn While Building a Stronger Team.
• Shop and Save with our generous discounts on Sales, Service, and Parts at Any Norm Reeves Location.
• Secure Your Future - Build Wealth with 401k Matching
• Smart Savings, Smart Choices – Section 125 Cafeteria Plan & Flexible Spending Account - Save on Taxes for Qualified Expenses.