Service Manager Assistant

Sunset Ford St. Louis; St. Louis (MO); On-site; USD 35,000 - 50,000; Full time

Job summary

Sunset Ford St. Louis is hiring a full-time Service Manager Assistant or Service Administrator Assistant. This role involves supporting daily operations in the dealership, focusing on customer service and administrative tasks. Ideal candidates will have dealership experience and strong organizational skills, poised to grow within the company while contributing to continuous improvement initiatives.

Benefits

Work/Life Balance - Weekends Off

100% paid health benefits

401(k) with immediate enrollment

Paid time off as needed

Performance reviews leading to pay increases

Employee discounts on parts and service

Paid training and certifications

Opportunities for growth and advancement

Qualifications

• Experience in high-volume office environment.
• Strong proficiency in Excel and organizing documentation.
• Ability to communicate effectively with customers and team members.

Responsibilities

• Answer incoming customer calls and schedule appointments.
• Process warranty claims and manage documentation.
• Assist with vehicle pickup and customer interactions.

Skills

Administrative skills

Organizational skills

Communication skills

Customer service

Education

Experience in data entry or office administration

Some automotive knowledge

Tools

Excel

Word

Outlook

Job description

Sunset Ford of St. Louis is hiring and seeking a full-time Service Manager Assistant or Service Administrator Assistant to support our growing dealership, which has been serving the community for over 112 years. Customer service, vehicle throughput, and internal efficiencies are our top priorities in the Service Department. As demands increase, we need a candidate skilled in identifying and resolving issues, and capable of assisting with overflow tasks managed by our office team.

Job Overview

The Service Manager Assistant or Service Administrator Assistant will handle administrative tasks such as documentation, process management, internal repair approvals, answering calls, assisting with rental vehicle arrangements, coordinating shuttles, cashiering, and supporting other departmental needs. They will work closely with our Service Director, Office Manager, and General Manager to ensure clear communication. Responsibilities also include processing warranty claims, assisting customers with vehicle pickup and payments, resolving unpaid claims with warranty companies, communicating with manufacturers and management on time-sensitive issues, and helping develop processes to improve internal efficiency. Ideal candidates will have prior dealership experience or strong administrative and organizational skills, along with customer service experience. We seek someone eager to grow with us, learn our processes, and contribute to continuous improvement, which we reward through increased compensation.

Responsibilities and Duties

1. Answer incoming customer calls and schedule service appointments, understanding the complexities of our daily operations.
2. Process and document repairs for both pre-owned and new vehicles.
3. Maintain and update all service and customer records as required by the manufacturer.
4. Handle warranty paperwork, ensuring proper documentation and verification of factory criteria.
5. Stay informed about factory recalls, announcements, and procedures, updating internal processes accordingly.
6. Reconcile unpaid warranty receivables and work with customers and staff to obtain payments.
7. Resolve warranty claim corrections and charge-backs promptly.
8. Identify process issues or inefficiencies and collaborate with managers to find solutions.
9. Assist guests with vehicle pickup.
10. Use shared documents such as Excel to update vehicle repair statuses across departments.

Qualifications

1. Experience in data entry, office administration, or automotive industry.
2. Some automotive knowledge or understanding.
3. Ability to work efficiently in a high-volume environment.
4. Strong administrative, organizational, and communication skills.
5. Proficiency with Excel, Word, Outlook, and cloud-based shared documents.

**SERIOUS CANDIDATES** - Please complete our application survey.

What We Offer

• Work/Life Balance - Weekends Off
• 40-hour workweeks with guaranteed hours
• 100% paid health benefits (health, dental, vision)
• Retirement 401(k) with immediate and automatic enrollment
• Paid time off as needed
• Opportunity to increase pay through 3 performance reviews within the first year
• Competitive pay based on experience
• Team-oriented atmosphere
• Employee discounts on parts and service
• Employee pricing on new and used cars
• Referral bonuses
• Paid training and certifications transferable to any Ford store
• Opportunities for growth and advancement

About Us

Sunset Ford has been serving the community for over 112 years, established in 1912 by Peter S. Heutel. Today, the 4th & 5th generation Heutel family continues this tradition, proudly serving the St. Louis, South County, and surrounding areas. We are committed to exceeding customer expectations and have received Ford Motor Company's President's Award for excellence in customer service.

We are an equal opportunity employer. All applicants will be considered without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We are dedicated to a safe, drug-free workplace and require pre-employment background checks and drug testing. Candidates must possess a valid driver's license and a satisfactory driving record.