Office Assistant

Position Summary Blue Star Brothers Auto Center Collision is seeking a highly organized, detail-oriented, and dependable Office & Parts Coordinator to support the daily administrative and operational functions of our busy auto collision repair facility. The ideal candidate will be responsible for coordinating parts orders, managing office activities, assisting customers, communicating with insurance companies and vendors, and ensuring efficient workflow between the office and repair technicians. This position requires strong organizational skills, excellent communication, computer proficiency, and the ability to multitask in a fast-paced environment. Key Responsibilities 1. Parts Ordering & Inventory Management ● Order OEM, aftermarket, and recycled automotive parts as directed by estimators and management. ● Communicate with parts suppliers and dealerships regarding pricing, availability, and delivery schedules. ● Track outstanding parts orders and follow up on delayed shipments. ● Verify incoming parts against purchase orders and invoices. ● Coordinate returns, exchanges, credits, and damaged or incorrect parts. ● Maintain accurate parts ordering records and documentation. ● Work closely with estimators and technicians to ensure required parts are available for scheduled repairs. ● Assist with identifying cost-effective purchasing opportunities. 2. Office Administration ● Perform daily administrative duties, including filing, scanning, emailing, and maintaining records. ● Answer incoming telephone calls and direct inquiries appropriately. ● Maintain organized customer files, repair orders, invoices, and insurance documentation. ● Enter and update customer and vehicle information in shop management systems. ● Assist with scheduling customer appointments, vehicle drop-offs, and pickups. ● Monitor office supplies and coordinate purchases as needed. ● Support administrative operations for both collision center locations when necessary. 3. Customer Service ● Greet customers professionally and provide excellent customer service. ● Answer customer inquiries regarding repair status and general shop procedures. ● Communicate vehicle repair updates as directed by management. ● Assist customers with required paperwork and documentation. ● Coordinate customer vehicle pickups and deliveries. ● Maintain professional and courteous communication by phone, email, and text. 4. Insurance Claims & Repair Coordination ● Assist with insurance claim documentation and administrative follow-up. ● Communicate with insurance adjusters, appraisers, and claims representatives as needed. ● Maintain accurate insurance claim numbers, contact information, and related records. ● Help coordinate vehicle inspections and supplemental estimate documentation. ● Track outstanding insurance approvals and payments. ● Support estimators and management with documentation needed to move repairs forward. 5. Shop Operations Support ● Work closely with estimators, technicians, and management to coordinate daily repair activities. ● Monitor parts availability to minimize repair delays. ● Assist with updating repair status information in shop management systems. ● Identify and promptly communicate parts shortages, delivery delays, and administrative issues. ● Help maintain an organized, efficient, and professional office environment. Qualifications Required ● Strong organizational skills and attention to detail. ● Excellent verbal and written communication skills. ● Proficiency in Microsoft Office, including Outlook, Excel, and Word. ● Strong computer and data entry skills. ● Ability to multitask and prioritize assignments. ● Professional customer service skills. ● Dependable, punctual, and able to work independently and collaboratively. Pay: $17.00 - $22.00 per hour Work Location: In person

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