Body Shop Clerk

3 months ago

London, Canada Highbury Ford Sales Ltd Full time

The following are considered to be regularly requirements of the job.

**Repair Order & Clerical Duties**:
The Body Shop Clerk will be responsible for processing of repair orders, payables and other such clerical duties as assigned by the Body Shop Manager.
- Generate body shop repair orders
- Ensure an estimate is to be attached to the back of every repair order as a reference to all body shop personnel
- All repair orders must have signatures, OASIS sheets (where applicable) and appropriate warranty coding (where applicable).
- All odometer readings must be verified and recorded accurately on the R/O
- All prior approvals (where applicable) must be obtained prior to work being completed and must be stapled to the RO. (warranty requirement)
- Attach estimates to each body shop repair order prior to being dispatched
- Upon completion of work, invoice repair order to match estimate, ensuring all parts and labour are in line with estimate
- Any discrepancies on parts or labour are to be directed to the Body Shop Manager and where applicable, General Manager for review
- No additional parts charges or times are to be authorized or paid without Body Shop Manager or General Manager approval
- If parts and labour are in line with estimate then invoice is to be generated
- All invoices should include proper and complete complaint, cause and correction statements.
- All applicable insurance information, authorization numbers, PO#’s and other information pertinent to the billing of this vehicle, should be documented clearly in the comments section

**Technician Dispatching & Booking**:

- Ensures technicians are to sign on and off every job electronically every day
- Body Shop Manager clerk is to book technician electronically in the system every day so that every hour is accounted for daily, so that technicians can be paid properly
- Technicians are to use electronic AT punches where AT time is being claimed
- Body Shop Clerk is to co-ordinate with the Shop Foreman to ensure that once Service has completed reconditioning of a vehicle that all applicable approved body work and the used car detail/demo clean are completed
- Body Shop Clerk is to co-ordinate with the Shop Foreman to ensure all accessory and aftermarket requests, such as tint, trailer hitches etc. are completed by the time required
- Body Shop Clerk is to ensure all tint and cleans are completed on time and is to spot check/audit the quality of tinting and clean-ups.

**Parts Ordering**:

- Once a repair order is generated and an estimate is attached, Body Shop Clerk is to take the estimate to the parts department and is to ensure all parts are ordered
- Body Shop Clerk is to ensure the right part numbers are ordered and that the prices are accurate
- Body Shop Clerk is to identify any issues with the timing of parts and is to communicate this to the Body Shop Manager
- Body Shop Clerk is to identify any issues with parts pricing and is to communicate this with the Body Shop Manager

**Customer Requirements**:

- Body Shop Clerk will check in any customer when the Body Shop Manager is unavailable (due to being with another customer or out of dealership)
- Body Shop Clerk will, at first opportunity, turn all information for the checked in customer over to the Body Shop Manager for handling
- Body Shop Clerk will perform estimating with Ray as a consultant only when the Body Shop Manager is unavailable.
- All such estimates will need to be subsequently reviewed and approved by the Body Shop Manager before any work completed
- Body Shop Clerk is to be the primary handler of phone in inquiries
- Body Shop Clerk is to check out all customers when they arrive for pick-up of their vehicle.

**Ad-hoc Duties**:

- Body Shop Clerk may be required to handle any ad-hoc duties from time to time as identified
- Body Shop Clerk may be required to fill in with all duties as required in the absence of the Body Shop Manager.

**Accountability**:

- Body Shop Clerk is accountable directly to the Body Shop Manager
- Body Shop Clerk is ultimately accountable to the General Manager and as such is required to notify the General Manager of any issues that have arisen where the Body Shop Manager has not effectively resolved/addressed.

**Service Related Duties/Internal Advisor Duties**:

- Time will be responsible for invoicing all associated paperwork.

Pay: $35,000.00-$40,000.00 per year

**Benefits**:

- Dental care

Flexible language requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- London, ON N5W 3B5: reliably commute or plan to relocate before starting work (required)

**Experience**:

- auto body repair: 1 year (required)

Work Location: In person

Expected start date: 2024-10-16

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