Administrative Assistant

Receptionist / Administrative Assistant

Auto Body Shop - Philadelphia, PA

Full-Time On-Site

About the Role

We are looking for a friendly, organized, and dependable Receptionist/Administrative Assistant to be the first point of contact for our customers and support our team of service writers and estimators. This is a vital role in keeping our shop running smoothly - you'll help manage the front office, communicate with customers throughout the repair process, and ensure our team has the administrative support they need to do their jobs effectively.

Key Responsibilities

Greet and assist customers in person and over the phone with professionalism and a positive attitude.

Schedule appointments for estimates and vehicle drop-offs, and coordinate with service writers to manage daily workflow.

Communicate vehicle status updates to customers and follow up on completed repairs.

Assist estimators and service writers with paperwork, filing, and data entry.

Process payments, handle cash transactions, and generate invoices.

Liaise with insurance adjusters and document claim information as needed.

Maintain a clean, welcoming front office environment.

Order and track office supplies and assist with general administrative duties as assigned.

Qualifications

High school diploma or equivalent required; some college or vocational training preferred.

Minimum 1-2 years of experience in a receptionist, customer service, or administrative role, ideally in an automotive or trade environment.

Basic knowledge of the auto body repair process, including familiarity with terms like estimates, supplements, teardowns, OEM parts, and insurance claims.

Hands-on experience with CCC ONE for estimate tracking, job management, and customer communication workflows is strongly preferred.

Experience with Dealertrack for processing transactions, managing repair orders, and handling financing or payment documentation is a plus.

Proficiency with Microsoft Office, including Outlook, Word, and Excel.

Excellent communication skills - both written and verbal.

Strong organizational skills and ability to multitask in a fast-paced shop environment.

Bilingual (English/Spanish) is a plus given the Philadelphia market.

What We Offer

Competitive hourly pay commensurate with experience.

Health benefits and paid time off.

A supportive team environment with opportunities to grow within the company.