Service Administrator

Description

The Service Administrator serves as the primary administrative support role for the service center, coordinating customer communication, insurance claim processing, parts management, and repair documentation. This position is responsible for ensuring the accurate and timely flow of information between customers, insurance carriers, technicians, vendors, and management while delivering exceptional customer service throughout the repair process.

Requirements

Customer Service & Communication

• Answer inbound customer calls and make outbound calls regarding repair status, scheduling, and follow-up.
• Serve as a primary point of contact for customers throughout the repair process.
• Address customer questions and concerns professionally and promptly.
• Maintain accurate customer records and documentation.

Insurance Claims Administration

• Communicate directly with insurance adjusters and representatives regarding vehicle repairs.
• Submit insurance claims and supporting documentation accurately and timely.
• Monitor claim status and provide updates to customers and internal teams.
• Follow up on outstanding approvals, supplements, and payments.
• Ensure all claim information is entered correctly and maintained in company systems.

Estimating & Data Entry

• Create and update vehicle repair estimates using CCC ONE or other estimating platforms.
• Enter and maintain accurate repair order, customer, and vehicle information.
• Process estimate revisions, supplements, and documentation updates.
• Verify estimate accuracy and completeness before submission.

Parts Management

• Order parts from approved vendors according to repair requirements.
• Receive, inspect, and document incoming parts shipments.
• Coordinate with technicians and vendors to ensure parts availability.
• Track backorders, returns, and replacement parts as needed.
• Maintain accurate records of all parts transactions.

Administrative Support

• Maintain organized electronic and physical files related to repairs and claims.
• Prepare reports and documentation as requested by management.
• Support daily service center operations through administrative and clerical functions.
• Ensure compliance with company policies and procedures.

Qualifications

Required

• High school diploma or equivalent.
• Minimum 2 years of administrative, customer service, or automotive industry experience.
• Strong computer and data entry skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong organizational skills and attention to detail.

Preferred

• Experience in automotive repair, collision repair, or service operations.
• Working knowledge of CCC ONE estimating software.
• Experience working with insurance carriers and claim administration.
• Knowledge of vehicle repair processes and parts ordering procedures.

Knowledge, Skills & Abilities

• Exceptional customer service skills.
• Strong attention to detail and accuracy.
• Ability to prioritize tasks and meet deadlines.
• Professional telephone etiquette.
• Proficiency in Microsoft Office applications.
• Problem-solving and conflict-resolution skills.
• Ability to work independently and as part of a team.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to use a computer and telephone throughout the workday.
• Occasional lifting of office supplies or small parts up to 25 pounds.