Office Coordinator

2 weeks ago


San Antonio, United States J.D. COLLISION EXPRESS LLC Full time
Job DescriptionJob Description

This position incorporates customer service and administrative functions of the front office. Customer service duties involve a great deal of contact with the consumer so the OC must be friendly, outgoing, organized, and proactive. This involves additional areas of responsibilities, such as A/R, AP, etc., but also involves having a more intimate knowledge of the customer, their vehicle, and the insurance companies with whom we do business.

Reports To

General Manager

Duties and Responsibilities

  • Perform the assigned tasks defined in the Customer Check In Operating Procedure
  • Welcome the customer to our facility upon arrival.
  • Create the RO jacket, obtain and tag the keys when vehicle first arrives at shop.
  • Obtain all required signatures: direction to pay, repair authorization, etc.
  • Reconfirm contact information, determine the preferred method of communication, and explain payment policies.
  • Make sure transportation arrangements are ready (as applicable), call enterprise.
  • Transfer the customer to the Service Advisor.
  • Handle shop office supplies (order, stock, and maintain inventory)
  • Answer phones, take messages, and direct calls in a friendly manner. Answer phone calls prior to the 3rd ring using proper word track.
  • Handle incoming and outgoing mail and faxes.
  • Greet customers and instruct them on how to begin the estimate process.
  • Assist customer in filling out Estimate Info Sheet, if needed
  • Follow up with unsold customers to try and schedule the job into the shop.
  • Monitor and schedule incoming assignments from our DRP partners.
  • Keep a schedule for the shops vehicle arrivals and estimate appointments.
  • Handle the customer during drop-off of the vehicle.
  • Enter notes on vehicle arrival, delivery, and any communication with the customer or insurance company.
  • Maintain filing system, file part invoices daily in filing cabinet.
  • Audit monthly Statements in a timely matter; follow up with vendor on missing invoices and credit memos.
  • Post all incoming payments from customer and insurance carriers to correct RO.
  • Check mail and tow drop box.
  • Update Enterprise ARMS daily by 10am.
  • Make sure to notate the Rental Tab in each newly created RO whether the customer is in a Rental or not

Other Duties and Responsibilities

  • Wear proper PPE if needed and comply with all Safety and OSHA procedures and requirements
  • Maintain a clean and organized work station and front office


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