Bi-Lingual Front Office Help - Willing to Train

Corporate Collision Centers is a brand new autobody repair facility located near Gessner and Hempstead, off Hwy 290. We are looking for full-time, on site Front Office Help and are willing to train the right person. Some employment benefits include a 5 day work week (Monday-Friday), health insurance paid holidays and more! The best person for this position will require minimal supervision and understands the Team concept. The business owner is actively repairing cars with the Team which means you would be holding down the front office and responding to phone calls, emails and various computer related tasks. If you are interested in this position, please forward your email. This position will be filled as soon as possible.

PLEASE SEND A RESUME WITH YOUR WORK HISTORY.

JOB DESCRIPTION

Summary

The Administrative Assistant is a hands-on position that thrives in a fast-paced environment. The Administrative Assistant is the heartbeat of the company and performs various office-related tasks, responds to customers/vendors and recommend strategies to improve the customer experience and corporate efficiencies.

Essential duties and responsibilities include the following (other duties may be assigned):

Provide exceptional customer service

Assist in the preparation and processing of documents/forms, answer company phone

Daily phone contact with our customers, insurance company personnel and vendors

Verify customer payments

Communicate with Estimators

Create and manage customer files

Schedule appointments for customers

Review and code office bills

Review and pay vendors – this includes subcontractors that work in the office

Issue Purchase Order numbers to vendors

Secure all sensitive corporate information

Ensure accuracy of all bills and invoices

Enforce cashless policies on goods/services

Maintain current vendor/client data – this includes signed estimates from Clients

Obtain IRS Form W-9 from New Vendors

Annual rotation of documents (scan/file/purge)

Maintain accurate filing system for vendors and other information that needs to be readily available

Monitor extra office keys, office supplies, etc.

Other duties may include:

Collection calls as needed for past due invoices

Participate in Team meetings as needed

Supervision Received

Works under the administrative direction of the Owner and Business Manager

Supervisory Responsibilities

None.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience

High School diploma or GED and a minimum of 1 year of experience as an Administrative Assistant in an autobody repair shop. Willing to train the right individual.

Demonstrated computer/software proficiency

Must have a minimum of 1 year of experience with CCC ONE Software

Must be familiar with MS Office 365 (Word, PowerPoint, Excel) and Adobe Acrobat

Other Qualifications and Requirements

Must have above-average problem solving skills.

Must work all assigned schedules in their entirety

Must comply with the company’s timekeeping policy

Must be dependable and very detailed.

Must be a quick learner, especially with computer programs and computer related issues.

Must have excellent writing and verbal skills.

Must have excellent administrative skills.

Must be honest with no criminal record.

Must be able to pass a complete criminal/credit background check.

A valid Texas driver’s license is a plus

Reliable transportation

Excellent time management skills

Bi-lingual (Spanish/English) must be able to read and write in both languages

Excellent communication skills, high level of initiative and the ability to work as part of a team

Skills and Abilities

Must be able to quickly pivot as needed when sudden change in duties arise

Ability to maintain a calm, professional demeanor while working under stressful conditions for extended periods

Strong analytical and problem-solving skills

Strong interpersonal communication skills

Ability to work well with others

Excellent internal and external customer service skills

Strong organizational skills including the ability to prioritize in a fast paced environment.

Strong oral and written communication skills

Energy, integrity, judgment, discretion, maturity, and flexibility

A collaborative, participative team working style.

Must be able to work independently with minimum supervision.

Work Environment

Some local travel required

Usual office working conditions with a large percentage spent using a computer. Physical requirements include the ability to lift up to 30 pounds.

Classification

Hourly Exempt Status

Work Hours

Office hours are from 8:00 am to 5:00 pm unless prior arrangements have been made with Management. Employee must take a 60-minute lunch break.