What are the responsibilities and job description for the Administrative Assistant position at Kims Auto Body?
Company Description
Kims Auto Body is a trusted independent auto body shop located in Cupertino, CA and Santa Clara, CA proudly serving the South Bay Area since 1980. We specialize in delivering exceptional customer service and strive to make the process of repairing vehicles as smooth and stress-free as possible. From the initial consultation to the final repair, our team is dedicated to meeting the needs of our clients. Our commitment to quality work and customer satisfaction has made us an established name in the community.
Role Description
This is a full-time, on-site role for an Administrative Assistant at our Cupertino, CA location. The Administrative Assistant will be responsible for managing day-to-day clerical tasks, maintaining organized records, ensuring smooth office operations, and providing executive administrative support. The role also involves answering phone calls, managing appointments, coordinating with clients, and supporting the team with communication and administrative needs.
The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.
Responsibilities
- Ordering weekly team lunch
- Manage the customer facing calendar and platforms
- Process online inquiries
- Consult with customers
- Communicate with customers effectively on the phone, in person, text, and email
- Assist with insurance claims walking through process, approvals, payments and rentals
- Manage the check-in and check-out processes for customer repairs
- Communicate with our production team to get updates for customer as well as providing anything they need to keep repairs moving efficiently
- Be agile and find customized solutions to best fit our customers needs
- Maintain a clean and organized office and reception space
- Ensure file organization based on office protocol
- Provide ad hoc support around office as needed
Qualifications
- Strong Administrative Assistance and Clerical Skills to handle daily office operations effectively
- Exceptional Phone Etiquette and Communication Skills to interact with clients professionally and efficiently
- Experience in supporting higher-level management tasks
- Attention to detail, organizational skills, and the ability to multitask in a fast-paced environment
- Proficiency in office Google Workspace
- Valid driver's license with a clean driving record
- Must be authorized to work in the USA
- Ability to learn and follow new process and procedures
- Efficient with Google Workspace
Nice to haves
- General knowledge of collision and insurance processes
- Ability to read, understand and inline estimates
- Experience with CCC Intelligent Solutions
- Previous experience in auto body shops or customer-facing environments
Work Schedule
Full-time (Monday-Thurs 8a-5:30p Friday 8a-12p)