Service Administrative Assistant - Park Place Motorcars Arlington - Arlington, TX

Service Administrative Assistant / Warranty Administration

Position Summary

The primary purpose of the Service Administrative Assistant is to deliver an extraordinary client experience and create lasting client advocates. This position provides administrative support to the Service Manager(s), Shop Foreman, Service Advisors, and Service Department team while managing the department's administrative functions, including clerical staff and warranty claim processing.

The Service Administrative Assistant is responsible for maintaining accurate service and warranty documentation, supporting department operations, ensuring compliance with manufacturer and aftermarket warranty policies, and facilitating timely and accurate warranty claim submissions and payments.

Essential Duties and Responsibilities

The following duties are essential to the position. Other duties may be assigned.

Service Department Administration

• Maintain proper organization, accuracy, and completeness of Service Department paperwork and records.

• Support the Service Manager(s) and Shop Foreman with daily administrative tasks and operational needs.

• Schedule training for Service Department office staff and assist with cross-training to support departmental efficiency and coverage.

• Ensure technical publications, including manuals, bulletins, and other manufacturer resources, are kept current.

• Review and distribute technical and warranty bulletins to the appropriate department personnel.

• Stay current on manufacturer warranty policies, procedures, and administrative requirements.

• Schedule and assist with conducting monthly Service Department meetings and attend weekly department meetings.

• Complete month-end reporting and prepare reports to support service operations, performance tracking, and technician payroll.

• Run daily technician production reports and other reports as needed.

• Administer payroll for Service Department office staff in coordination with the Payroll Department.

• Assist the Service Manager and Service Director in resolving client concerns.

Warranty Administration

• Adhere to all manufacturer and aftermarket warranty company policies, procedures, and requirements.

• Establish and maintain productive working relationships with manufacturer-designated warranty representatives and representatives of aftermarket warranty companies.

• Review warranty repair orders for accuracy, completeness, and legibility in accordance with applicable warranty policies and procedures.

• Ensure required diagnostic forms and supporting documentation accompany repair orders when required by warranty guidelines.

• Identify and enter appropriate labor operation codes, failure codes, and other administrative information required for warranty repair orders.

• Submit warranty claims to manufacturers and aftermarket warranty companies using the dealership's current administrative systems and tools.

• Verify that applicable customer deductibles are properly documented and communicated to ensure collection at the time of repair completion and vehicle delivery.

• Review returned or rejected warranty claims, identify necessary corrections, and prepare claims for prompt resubmission.

• Maintain accurate records of submitted, returned, rejected, and paid warranty claims, including their current status.

• Monitor warranty claim performance and receivables, striving to maintain a minimum claim acceptance rate of 95% and warranty receivables of no more than 10 days.

• Work collaboratively with Shop Foremen, Lead Technicians, and Service Advisors to review, clarify, and resolve warranty claim questions and documentation requirements.

Client Experience, Compliance, and Information Security

• Understand and follow the dealership's Client Concern Resolution (CCR) process, using available resources to support client satisfaction.

• Handle client concerns professionally and assist leadership in achieving timely, appropriate resolutions.

• Understand and comply with the Park Place Privacy and Information Security Policy, including the proper handling of confidential client, employee, and dealership information.

Job Requirements

The requirements listed below represent the knowledge, skills, and abilities necessary to perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Strong interpersonal and communication skills, with a genuine commitment to providing exceptional client service.

• Positive attitude, professionalism, and willingness to contribute as a team member.

• Strong organizational skills and attention to detail, particularly when reviewing documentation and processing warranty claims.

• Ability to manage multiple responsibilities, meet deadlines, and respond proactively to changing departmental needs.

• Ability to work effectively with Service Department leadership, technicians, advisors, clients, and external warranty representatives.

• Ability to maintain accurate records and handle sensitive information appropriately.

Education and Experience

• High school diploma or General Education Development (GED) certificate required.

• Minimum of two years of automotive and/or administrative work experience required.

• Experience using Microsoft Excel, Microsoft Word, and Microsoft Outlook required.

• Familiarity with automotive service operations, warranty administration, repair orders, and manufacturer warranty procedures preferred.

Certificates, Licenses, and Registrations

No specific certifications or licenses are required for this position.

Age and Employment Requirements

• Must be at least 18 years of age.

• Must successfully complete applicable pre-employment screening, including background and drug testing.

Physical Demands

The physical demands described below are representative of those required to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Regularly required to talk and hear.

• Frequently required to stand, walk, and reach with hands and arms.

• Occasionally required to use manual dexterity and to stoop, kneel, crouch, or crawl.

• Occasionally required to lift and/or move up to 10 pounds.

• Must possess the visual abilities necessary for the position, including close and distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Core Competencies

• Results-Oriented

• Organizational Skills and Attention to Detail

• Teamwork and Collaboration

• Stress Tolerance

• Responsiveness and Proactive Problem-Solving

• Client Service and Relationship Management

• Accuracy and Accountability

Company Benefits:

Pay and Recognition:

• Weekly pay
• Paid holidays & paid time off
• Paid training
• Stock Awards (select management and front-line team members eligible)

Insurance / Retirement:

• Insurance: medical, vision, dental, accident, critical illness and hospital indemnity plans
• Up to 12 weeks paid pregnancy leave (disability leave)
• Paid Parental Leave
• Health savings
• Flex spending accounts (tax-free)
• Short-term and Long-term disability plans
• Life Insurance (Whole Life and Term)
• 401k with company match
• Pet Insurance

Learning, Tuition Assistance and Career Development:

• Digital career path tool to assist with career development
• Continuous training through Asbury's Internal Learning Management System

Professional growth and development opportunities. Additional advantages:

• Technician Student loan relief resources
• Employee assistance program
• Employee discounts on parts and service repairs
• Scholarship awards
• Opportunities to join our community service initiatives, which includes paid volunteer hours
• Employee referral program with bonus opportunities

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