Office Assistant

Job Duties:

• Manage appointments: Schedule customer appointments for vehicle repairs, maintenance, and inspections.
• Maintain records: Keep accurate records of customer information, repair orders, service histories, and invoices.
• Order office supplies: Ensure the shop is stocked with necessary office supplies like paper, pens, and other administrative materials.
• Data entry: Enter customer data and job details into the shop's management system.
• Create and update invoices: Generate invoices for completed services, ensuring accurate pricing and any discounts.

2.

Customer Service:

• Answer phones: Respond to customer inquiries about services, pricing, and availability.
• Greet customers: Welcome customers, gather information about their vehicles, and create work orders.
• Handle customer complaints: Address any concerns or issues customers may have and direct them to the appropriate mechanic or manager for further assistance.
• Follow up on completed services: Call customers to confirm if they are satisfied with the service and remind them of future maintenance.

3.

Financial Management:

• Process payments: Collect payments for services rendered (cash, credit card, etc.), and issue receipts.
• Monitor accounts payable and receivable: Ensure that vendors are paid on time and that customer balances are updated.
• Assist with petty cash: Track and manage the petty cash for small shop expenses.

4.

Inventory and Supplies Management:

• Organize parts storage: Help ensure that parts are stored properly and easy to access.

5.

Shop Organization:

• File paperwork: Organize and file work orders, receipts, and other important documents for quick access.

6.

Marketing and Communications:

• Promote special offers: Help in promoting discounts, seasonal offers, or any promotions through flyers, social media, or word-of-mouth.
• Send reminders: Send out email or text reminders for scheduled appointments or vehicle service check-ups.

7.

Support Mechanics and Technicians:

• Assist with work orders: Provide mechanics with the necessary paperwork for each job.
• Communicate with mechanics: Relay messages between customers and mechanics, ensuring all details are clear.

8.

Miscellaneous:

• Assist with special projects: Help with any other administrative or shop-related tasks as required by the manager or owner.

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