Administrative Assistant

Job Description **Please DO NOT call into our office as our phone lines are busy with insurance and customer correspondencesCompany DescriptionKims Auto Body is a trusted independent auto body shop located in Cupertino, CA and Santa Clara, CA proudly serving the South Bay Area since 1980. We specialize in delivering exceptional customer service and strive to make the process of repairing vehicles as smooth and stress-free as possible. From the initial consultation to the final repair, our team is dedicated to meeting the needs of our clients. Our commitment to quality work and customer satisfaction has made us an established name in the community. Role DescriptionThis is a full-time, on-site role for an Administrative Assistant at our Cupertino, CA location. The Administrative Assistant will be responsible for managing day-to-day clerical tasks, maintaining organized records, ensuring smooth office operations, and providing executive administrative support. The role also involves answering phone calls, managing appointments, coordinating with clients, and supporting the team with communication and administrative needs. The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role. ResponsibilitiesOrdering weekly team lunchManage the customer facing calendar and platformsProcess online inquiriesConsult with customersCommunicate with customers effectively on the phone, in person, text, and emailAssist with insurance claims walking through process, approvals, payments and rentalsManage the check-in and check-out processes for customer repairsCommunicate with our production team to get updates for customer as well as providing anything they need to keep repairs moving efficientlyBe agile and find customized solutions to best fit our customers needsMaintain a clean and organized office and reception spaceEnsure file organization based on office protocolProvide ad hoc support around office as needed QualificationsStrong Administrative Assistance and Clerical Skills to handle daily office operations effectivelyExceptional Phone Etiquette and Communication Skills to interact with clients professionally and efficientlyExperience in supporting higher-level management tasksAttention to detail, organizational skills, and the ability to multitask in a fast-paced environmentProficiency in office Google WorkspaceValid driver's license with a clean driving recordMust be authorized to work in the USAAbility to learn and follow new process and proceduresEfficient with Google Workspace Nice to havesGeneral knowledge of collision and insurance processesAbility to read, understand and inline estimatesExperience with CCC Intelligent SolutionsPrevious experience in auto body shops or customer-facing environments Work ScheduleFull-time (Monday-Thurs 8a-5:30p + Friday 8a-12p)