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Assistant Service Administrator

Company: Lithia Auto Stores
Location: Great Falls
Posted on: December 3, 2019

Job Description:

OverviewASSISTANT SERVICE ADMINISTRATORThe Service Administrator is responsible for assisting customers throughout service appointment process. The Service Administrator communicates with customers and Service Department personnel in the execution of his/her duties. The Service Administrator reports to the Service ManagerJob DescriptionESSENTIAL FUNCTIONS AND DUTIESArea of Responsibility

  • Schedules appointments for service via telephone, e-mail and in person
  • Welcome clients when they arrive in the Service Area. Determine the nature of visit and escort the client to the appropriate department/area.
  • Inform and introduce the client to the Advisor and explain the nature of the visit. Maintain a consistent level of communication with Service Advisors in order to properly coordinate which advisor is available to meet with the next arriving client.
  • Provide information to appropriate store personnel regarding client needs and expectations to help ensure the entire team is prepared to provide the highest level of service to the client.
  • Provide administrative support to the staff when necessary.
  • Prepare warranty repair orders with accuracy, legibility and compliance to the manufacturers warranty policies and procedures as outlined in appropriate manufacturers Warranty Policy and Procedure Manuals. Process warranty claims in a timely manner, as the repair orders are closed.
  • Return improperly completed repair orders to the person originating the document for correction and/or completion as necessary.
  • Determine and enter the applicable labor operation codes, failure codes, and/or other required administrative data on the repair orders.
  • Book the appropriate technicians for the hours earned on the operations performed. Up-flag and back-flag as appropriate, informing the technician and department management of adjustments as they occur.
  • Check each repair order against the vehicles service history to avoid processing duplicate claims or submitting claims for shop comebacks.
  • Review and process returned/rejected/adjusted warranty claims, track each claim until its final resolution.
  • Contact the appropriate warranty claims representative regarding any claims requiring additional authorization or for claims requiring special assistance.
  • Maintain a record of all claims submitted, returned/rejected, or paid and their current status.
  • Become familiar with, and administer the manufacturers and after-market warranty company policies and procedures.
  • Establish and maintain positive and productive relationships with the manufacturers representatives and the representative of any approved aftermarket company with which the dealership conducts business.
  • Responsible for preparing loaner agreements as well as monitoring the loaner fleet for maintenance
  • Responsible for monitoring EZ-pass violations and damage to vehicles
  • Work with sales managers on when to remove vehicles from the fleet and entering new units to fleet.
    • Thoroughness, accuracy, and timeliness in completing essential dutiesADDITIONAL KNOWLEDGE, SKILLS, AND ABILITIESThe following knowledge, skills and abilities are needed to be successful in this position:
      • Communication skills communicate effectively with others
      • Time Management ability to manage ones own timePHYSICAL DEMANDS AND WORKING CONDITIONSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals to perform the essential functions.
        • Physical Demands: Standing, walking over 2/3 of the time, sitting to 1/3 of time, kneeling/crouching to 2/3 of time, reaching with hands and arms to 2/3 of time, talking or hearing over 2/3 of time, move, transport or place up to 1/3 of time up to 50 pounds.
        • Working Conditions: Moderate to loud noise and exposure to outdoor weather conditions.SeRVICE ADMINISTRATOR (CONT.)Lithia Hiring Requirements
          • High school graduate or equivalent.
          • 18 years or older
          • Possess an acceptable driving record and valid drivers license in state of residence
          • A criminal history backgroundcheck will be conducted prior to beginning employment
          • Clear pre-employment drug screenNOTE:This job description applies only to the specific employing entity and location of an individuals employment.This is not necessarily an exhaustive list of responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this list is intended to be an accurate reflection of the current job, the company reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances change (i.e., emergencies, changes in personnel, workload, rush jobs, or technological developments).*Posted Date1 week ago(11/21/2019 8:51 PM)ID2019-62455of Openings1Job LocationsUS-MT-Great FallsStore NameGreat Falls CJDCategoryService

Keywords: Lithia Auto Stores, Great Falls , Assistant Service Administrator, Other , Great Falls, Montana

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