Summary
The Collision Center Receptionist intercepts and routes incoming calls, takes thorough messages, and provides basic information to callers. S/he also receives cash from customers and employees in payment for goods or services and records the amount received in an accurate manner. S/he is the company's front line contact with the public and must represent the company in a professional, friendly manner at all times.
Essential Duties & Responsibilities
Answer incoming calls and direct calls accordingly. Communicate with callers in a professional, friendly and efficient manner
Take thorough messages, Communicate messages to the appropriate parties in a timely manner.
Refer customers who have additional questions (e.g., questions about their repair) to the Damage Appraiser or other appropriate individual.
Receive cash, checks and credit card payments from customers and record the amount received.Make change, cash checks and issue receipts to customers. Operate the cash register.
Compute or recompute the customer's bill using the dealership's computer system.
.Prepare deposit items (cash, checks, cc receipts) and send to office manager
Make key tags for all incoming vehicles
Update production board with all incoming vehicles
Batch out credit card machine at end of day
Print CCC incoming assignments and contact customers for appointment
Check any applicable insurance portals for payment notifications and provide to office manager
Schedule appointments for estimates and put on calendar
Call customers to notify them of completion of work and remind them of deductible amount
Track company loaner car rentals and complete paperwork, Call in rental car returns
Schedule repair work (only with explicit directions from damage appraiser)
Create PO's and enter on RO, Open new RO when requested by damage appraiser
Perform other clerical duties as needed, such as typing, filing, sorting mail and proofreading.
The ability to work in a constant state of alertness and in a safe manner
Other Duties
Compile order for office supplies
Run open RO list and add notes for aging RO's
Review sublet schedule and address aging items
Review insurance A/R and address aging items (anything over 30 days is an issue)
Review customer deposit schedule to insure proper payment is used when closing the RO's
Review open purchase orders for completeness. Inquire with creator of PO for anything over 30 days
Pull customer files that have not shown up. If they have not attempted, within 30 days to schedule repairs then have the parts returned after notifying damage appraiser.
Work Environment
The Collision Center Receptionist works at a desk for all of the shift. Will work with a cash register and computer. Will work with the public. May be exposed to noise, vibration, dust exhaust fumes, and a variety of hazardous and non-hazardous materials.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
