Bodyshop Administrator

Job Summary

The Bodyshop Administrator plays a crucial role in managing the daily administrative tasks of an automotive body shop. This position involves organizing repair paperwork, keeping customer and insurance information up to date, managing job cards, and monitoring vehicle repair progress. The Administrator also coordinates efforts between technicians, suppliers, and parts departments to ensure an efficient workflow and superior customer service.

Key Responsibilities

• Generate, update, and maintain documentation including repair orders, job cards, and customer records.
• Schedule and manage vehicle intake and delivery timelines effectively.
• Communicate with customers to provide accurate repair progress and estimated completion times.
• Work closely with insurance providers to secure necessary approvals, manage claims, and handle documentation.
• Manage purchase orders, process invoices, and facilitate payments to suppliers.
• Collaborate with the parts department to guarantee timely spare part availability.
• Keep inventory records for body shop consumable items and office supplies organized and accurate.
• Prepare operational reports on a daily, weekly, and monthly basis for review and analysis.
• Organize and maintain proper filing systems for repair documents, cost estimates, invoices, and warranty papers.
• Assist the Body Shop Manager with job scheduling and workflow supervision.
• Record attendance of technicians and maintain other relevant administrative documents.
• Efficiently manage customer inquiries by phone, email, and appointment scheduling.
• Ensure strict adherence to company policies, safety regulations, and documentation standards.
• Assist in arranging services with external vendors and subcontractors as needed.
• Carry out other administrative tasks as requested by the Body Shop Manager.