Automotive Administrative Assistant

Bay Ridge Honda; New York (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

Bay Ridge Automotive is seeking an organized Administrative Assistant to support the Fixed Operations Director across service and parts operations. This hands-on role requires attention to detail, reliable follow-through, and strong communication with customers and staff.

You will process warranty claims, review orders, research issues, reconcile payments, and maintain orderly records. The position demands multitasking and independent work in a busy dealership environment.

Qualifications

• Excellent organization and attention to detail are essential.
• Strong computer skills: spreadsheets, email, and multiple software systems.
• Clear, professional communication with customers and coworkers is required.
• Ability to manage several open tasks and prioritize deadlines.

Responsibilities

• Assist with preparation, submission, tracking, and follow-up of manufacturer warranty claims.
• Review repair orders and paperwork for missing info, errors, and delays.
• Research rejected or aging claims and coordinate with team to resolve them.
• Help reconcile warranty payments and maintain records of balances and claim status.
• Speak with customers regarding service questions and complaints, document concerns, and coordinate follow-up with management.
• Track open customer issues through resolution to ensure timely responses.
• Support the Fixed Operations Director with reports, spreadsheets, correspondence, scheduling, and daily administrative priorities.
• Process invoices, forms, and service/parts paperwork accurately.
• Communicate with service advisors, technicians, parts staff, accounting, and manufacturers to obtain needed information.
• Maintain organized digital and physical records and suggest process improvements where issues recur.

Skills

Organizational skills

Attention to detail

Computer literacy

Communication skills

Multitasking

Customer service

Tools

Spreadsheet software

Email clients

CRM systems

Job description

Location: Bay Ridge, Brooklyn, NY

Bay Ridge Automotive is looking for an organized, dependable Administrative Assistant to support our Fixed Operations Director across our service and parts operations. This is a hands-on role for someone who can keep track of details, follow up on open items, communicate well with customers and staff, and make sure important work gets finished on time.

What You'll Do:

• Assist with the preparation, submission, tracking, and follow-up of manufacturer warranty claims.
• Review repair orders and supporting paperwork for missing information, errors, and processing delays.
• Research rejected, unpaid, or aging claims and work with the appropriate team members to resolve them.
• Help reconcile warranty payments and maintain clear records of outstanding balances and claim status.
• Speak with customers regarding service questions and complaints, document their concerns, and coordinate follow-up with management.
• Track open customer issues through resolution so calls and messages do not go unanswered.
• Support the Fixed Operations Director with reports, spreadsheets, correspondence, scheduling, and daily administrative priorities.
• Process invoices, forms, and other service and parts department paperwork accurately.
• Communicate with service advisors, technicians, parts staff, accounting, and manufacturer representatives to obtain needed information.
• Maintain organized digital and physical records and help improve department processes when recurring issues are identified.

What We're Looking For:

• Excellent organization and attention to detail.
• Consistent punctuality, reliability, and follow-through.
• Strong computer skills and confidence working with spreadsheets, email, and multiple software systems.
• Clear, professional communication with customers and coworkers.
• The ability to manage several open tasks, prioritize deadlines, and work independently.
• Sound judgment and patience when handling customer complaints or sensitive information.
• Automotive dealership, service department, warranty, or claims experience is preferred, but strong administrative experience will also be considered.

This position is a good fit for someone who likes solving problems and takes pride in keeping an operation organized. We need a person who will notice what is outstanding, ask the right questions, and follow through until it is handled.