Bodyshop Administrator

Role Overview

As a Bodyshop Administrator, you will ensure the smooth functioning of the daily administrative processes within the automotive body shop. This includes managing all repair documentation, keeping detailed customer and insurance records, maintaining job cards, monitoring the status of vehicles under repair, and supporting coordination between technical teams, parts suppliers, and other departments. Exceptional customer service is a key aspect of this position.

Main Responsibilities

• Create and continuously update repair orders, job cards, and all customer files.
• Organize vehicle appointments for intake and delivery, ensuring schedules run efficiently.
• Serve as the primary contact for clients, keeping them informed about repair timelines and completion.
• Facilitate communication and documentation with insurance providers for authorizations, claims handling, and necessary paperwork.
• Manage purchase orders, reconcile invoices, and initiate payments to suppliers and vendors.
• Work closely with the spare parts department to confirm timely part availability and reduce repair delays.
• Track and record inventory for shop supplies and consumables.
• Compile and deliver daily, weekly, and monthly performance and operational reports.
• File all repair, estimate, billing, and warranty documents in an organized and accessible manner.
• Support the Body Shop Manager by assisting with job scheduling and keeping an eye on workflow progress.
• Monitor and record technician attendance and handle related administrative tracking.
• Answer customer inquiries, manage telephone and electronic communications, and coordinate appointment bookings.
• Promote adherence to internal policies, occupational safety standards, and proper documentation procedures.
• Arrange for service providers and manage outsourcing for specific repair requirements as directed.
• Handle any additional administrative tasks as assigned by management.