Office Assistant
Attributes
The most important attributes of a good Office Assistant are
- They are alive
- They are motivated
- They like people
- People like them
- They enjoy their job
- They have good communication skills
- They have patience
- They get along with technicians
- They know what they are doing
- They have stable lives
Purpose
The primary purpose of a service advisor is to support the Service Advisor and Shop Manager.
Basic Skills Requirements
- Communication – Written and verbal
- Texting
- Good with technology and can pick up new software quickly
Duties
Although a Office assistant in most shops does multiple jobs such as reception, sales, parts, dispatch, etc., each with its own purpose.
Handle customer phone inquiries in a friendly and professional manner so that the customer brings their vehicle to the shop.
Greet customers
Addresses the customer's concerns Listens to, understands, and acknowledges customers and their concerns.
Clearly communicate in writing the customer's concerns and their observations via the pre-service inspection to address the problems with the vehicle completely.
Advise the customer as to the correct course of action to resolve the vehicles issues, gain agreement from the customer that this is the right path to take, and sell the needed repair or services profitably to the satisfaction of the shop, with the result being a satisfied customer who returns and tells their friends.
Orders and receives parts according to shop policy.
Sees that the shop's workflow system is followed by all concerned.
When the work is completed, goes over the repair with the customer and any warranties.
Schedules their next service or any undone recommended repairs.
Explains the referral program to customers.
Does follow-up calls to customers
Sends Thank You cards to new customers
If there isn't enough work, the Office Assistant gets very busy contacting customers by phone, text, or email to get vehicles into the shop.
