Receptionist & Office Administrator

No 1 Collision (1993) Inc; Costa Mesa (CA); On-site; USD 25,000 - 34,000; Full time

Benefits offered by this job

Competitive wages

Company sponsored benefits plan

Travel abroad for training

Education and growth opportunities

State-of-the-art facility

Safety shoes reimbursement

Employee referral bonus

Recreational events

Lunches (monthly)

Free coffee and beverages

Job summary

No.1 Collision Group is seeking a welcoming Receptionist/Office Administrator to be the face of our luxury collision repair facilities. You will greet customers, handle calls, manage scheduling, and coordinate with multiple departments to ensure smooth operations.

The ideal candidate excels in customer service, is detail oriented, and comfortable with QuickBooks and office software. This role offers a professional environment with growth and comprehensive benefits.

Qualifications

• Strong communication and customer service skills.
• Ability to multi-task in a fast-paced environment.
• Attention to detail and organizational abilities.
• Experience with computers and office software is expected.
• Asset: automotive dealership experience.

Responsibilities

• Greet customers and answer phone calls with professionalism.
• Coordinate with detail department and production manager for pickups.
• Prepare paperwork and verify insurance / billing information for repairs.
• Schedule appointments, manage calendars, and update the lobby area.
• Process payments and maintain accurate records in QuickBooks.

Skills

Team player

Excellent communication

Multi-tasking

Organizational skills

Computers proficiency

Tools

QuickBooks

Microsoft Office

Job description

Are you a warm, bubbly, and enthusiastic individual who loves creating unforgettable first impressions? If so, we invite you to join our luxury collision repair group as a Receptionist/Office Administrator and be the welcoming face of our state-of-the-art facilities. As the first point of contact for our valued clientele, you’ll provide exceptional customer service, ensure seamless client communication, and embody the professionalism and elegance that define our brand.

Please note the following Roles and Responsibilities for this position which include but is not limited to:

• Greet customers
• Answer and direct phone calls
• Check deductible for files before completed
• Collect payments from customers
• Coordinate with the detail department & Production Manager in preparation for pick-ups
• Contact customers for scheduling of estimate and repairs as well as vehicle pick up
• Monitor and remind customers who did not pick up over 24 hours
• Update appointment calendars and schedule appointments
• Taking tow-in vehicle request
• Create insurance claim files, other private insurance files, dealership, and private job repairs
• Prepare all paperwork and key tags for each job orders
• Assign jobs to each estimator
• Checking customer’s loss of use coverage and liability in order to determine billing insurance or claiming ATS
• Send rental reservation requests to insurance and monitor rental bills
• Monitoring the White Board, making sure picked-up vehicles are removed from it
• Making rental reservations for customers with Hertz or any other rental companies
• Monitor rental vehicle in and out dates
• Coordinate valet service for customers without rentals
• Checking Color Sand and Buff, parts invoices, and total amount when closing files
• Enter and manage cycle time, ensure insurance payment submitted with correct cycle time and total repair amount
• Maintain cleanliness of lobby and washroom
• Receiving and sorting daily mail, deliveries, and couriers
• Invoice completed files and export invoices to QuickBooks
• Apply payment to correct RO in QB
• Organizing past month files
• Maintain office supplies and place orders when necessary
• Perform other clerical receptionist duties such as filing, photocopying, faxing, refilling supplies at complimentary drink area, etc.
• Set up Employee ID for new employees
• Enter timecard for employees who did not punch in and out.
• Assist manager to monitor employee calendar
• Assist in month-end closing
• Ensure Synergy sales matches with QB
• Maintain work in progress payables
• Other duties as assigned

An ideal candidate should be able to demonstrate some if not all the following qualifications:

• Automotive dealership service experiences an asset
• A team player who is focused on providing exemplary customer service
• Excellent communication
• Ability to multi-task in a fast-paced work environment
• Strong organizational skills and detail oriented
• Working knowledge of computers

No.1 Collision Group will always provide the best for our people, as we value them and the commitment they make to the growth of this organization. To demonstrate our appreciation towards our people, we provide a high-quality working environment, filled with amenities and unrivaled benefits to care for our people and their families.

To illustrate our dedication to our team, some of the benefits we provide are:

• Competitive Wages
• Company Sponsored Benefits Plan (Extended Health Care, Dental, Vision, and Life Insurance)
• Company Sponsored Opportunities to Travel Abroad for Training
• Company Sponsored Education, and Opportunities for Growth
• State-of-the-Art Facility with Ergonomic Workstations
• Employee Reward Programs & Annual Safety Shoes Reimbursement & Employee Referral Bonus
• Company Sponsored Recreational Event(s)
• Free No.1 Collision Group Apparel
• Company Lunch(s) (at least once a month)
• Free Coffee and Other Beverages

Benefits

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Job Type: Full-time

Please note that internal applicants may be given first consideration.