Service Administrative Assistant - Park Place Motorcars Arlington - Arlington, TX in Arlington, Texas at Asbury Automotive Group

Maintain proper organization, accuracy, and completeness of Service Department paperwork and records.

Support the Service Manager(s) and Shop Foreman with daily administrative tasks and operational needs.

Schedule training for Service Department office staff and assist with cross-training to support departmental efficiency and coverage.

Ensure technical publications, including manuals, bulletins, and other manufacturer resources, are kept current.

Review and distribute technical and warranty bulletins to the appropriate department personnel.

Stay current on manufacturer warranty policies, procedures, and administrative requirements.

Schedule and assist with conducting monthly Service Department meetings and attend weekly department meetings.

Complete month-end reporting and prepare reports to support service operations, performance tracking, and technician payroll.

Run daily technician production reports and other reports as needed.

Administer payroll for Service Department office staff in coordination with the Payroll Department.

Assist the Service Manager and Service Director in resolving client concerns.

Adhere to all manufacturer and aftermarket warranty company policies, procedures, and requirements.

Establish and maintain productive working relationships with manufacturer-designated warranty representatives and representatives of aftermarket warranty companies.

Review warranty repair orders for accuracy, completeness, and legibility in accordance with applicable warranty policies and procedures.

Ensure required diagnostic forms and supporting documentation accompany repair orders when required by warranty guidelines.

Identify and enter appropriate labor operation codes, failure codes, and other administrative information required for warranty repair orders.

Submit warranty claims to manufacturers and aftermarket warranty companies using the dealership's current administrative systems and tools.

Verify that applicable customer deductibles are properly documented and communicated to ensure collection at the time of repair completion and vehicle delivery.

Review returned or rejected warranty claims, identify necessary corrections, and prepare claims for prompt resubmission.

Maintain accurate records of submitted, returned, rejected, and paid warranty claims, including their current status.

Monitor warranty claim performance and receivables, striving to maintain a minimum claim acceptance rate of 95% and warranty receivables of no more than 10 days.

Work collaboratively with Shop Foremen, Lead Technicians, and Service Advisors to review, clarify, and resolve warranty claim questions and documentation requirements.

Understand and follow the dealership's Client Concern Resolution (CCR) process, using available resources to support client satisfaction.

Handle client concerns professionally and assist leadership in achieving timely, appropriate resolutions.

Understand and comply with the Park Place Privacy and Information Security Policy, including the proper handling of confidential client, employee, and dealership information.

Strong interpersonal and communication skills, with a genuine commitment to providing exceptional client service.

Positive attitude, professionalism, and willingness to contribute as a team member.

Strong organizational skills and attention to detail, particularly when reviewing documentation and processing warranty claims.

Ability to manage multiple responsibilities, meet deadlines, and respond proactively to changing departmental needs.

Ability to work effectively with Service Department leadership, technicians, advisors, clients, and external warranty representatives.

Ability to maintain accurate records and handle sensitive information appropriately.

High school diploma or General Education Development (GED) certificate required.

Minimum of two years of automotive and/or administrative work experience required.

Experience using Microsoft Excel, Microsoft Word, and Microsoft Outlook required.

Familiarity with automotive service operations, warranty administration, repair orders, and manufacturer warranty procedures preferred.

Must be at least 18 years of age.

Must successfully complete applicable pre-employment screening, including background and drug testing.

Regularly required to talk and hear.

Frequently required to stand, walk, and reach with hands and arms.

Occasionally required to use manual dexterity and to stoop, kneel, crouch, or crawl.

Occasionally required to lift and/or move up to 10 pounds.

Must possess the visual abilities necessary for the position, including close and distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Results-Oriented

Organizational Skills and Attention to Detail

Teamwork and Collaboration

Stress Tolerance

Responsiveness and Proactive Problem-Solving

Client Service and Relationship Management

Accuracy and Accountability