For a quick application text APPLY to 82174

Administrative Assistant WRC

Standard Operating Procedure

The purpose of the shop standard operating procedure is to serve as a reference for consistency, reduce miscommunication, streamline workflow, ensure compliance, and operate as a training document.

Daily Responsibilities

Our daily top priorities are to deliver 10-15 enterprise car sales units, prioritize first in first out, exceeding customer expectations while maintaining Dent Wizard’s core values.

• Punctuality
  • Arrive promptly at 8 am daily.
  • Communicate any absences or tardiness to the manager in advance

• Morning Meeting

• Attend the 8:15 am shop meeting.
• Review sold/urgent units & daily production goals

• Shop Email Monitoring
  • Check email 3-4 times per day.
  • Receive and print work assignments for all customers, post assignments for drivers.
  • Promptly respond to customer’s ETA/ECD requests.
  • Organize emails in appropriate folders after addressing.
• Vehicle Intake
  • Input all vehicles into Repair360 system with accurate information.

• Verify vehicle keys are tagged correctly.
• Reach out to customers to confirm VIN, vehicle repairs, and PO # if needed.
• Preform cosmetic inspection

• Receiving
  • Receive parts for Avis units, dealer parts, and packages.
  • Receive Enterprise car sales tire invoices (NTW or US Autoforce) by marking “TIRE HOLD” phase as “complete” for the appropriate car sales unit
• Vehicle repair approval
  • Once the vehicle is approved for repair in Entegral, mark the unit as high priority in repair 360 system.

• Key Board Management:
  • Organize keys using the last two digits of the VIN.

• Cycle Time Monitoring:

• Monitor turn times of vehicles and prioritize oldest units first (FIFO).
• Aim for less than a 5-day turnaround time for all services.

• Light shop housekeeping / tiding
  • Ensures a safe and clean work environment.
• Appearance
  • Wear Dent Wizard attire for professional representation.

• Invoicing              
  • Manage all customer billing & invoicing.
  • 
    
    Must be completed DAILY as soon as car leaves the lot.
  • Enterprise car sales – PO is in repair 360
  • All other customers – Check with approving manager for PO
  • Invoice errors – email data entry team with change requests.

Weekly Responsibilities/ Shared with FOC

Tuesday – Thursday

• Retail
  • Follow up with retail customers. Check the “Customer Retail” Smartsheet. Add updates if necessary.
  • Request for the customer to send pic of damages to confirm its within our scope of capability. Schedule a day/time for customer to come to shop to quote vehicle damages. It is best to provide a $ quote after seeing the vehicle in person, as photos can be deceiving.
  • If parts are needed, provide a parts quote and Email to the customer.
  • Add 7% sales tax to ALL retail tickets. Add hazardous waste fee ($25) to all paint retail estimates.
  • All retail work must be notated on a carbon copy Dent Wizard invoice with corresponding tech codes and PO. Credit cards are processed using the Vital Point of Sale app on tablet. Once the card is run, the authorization number for vital POS transaction is the PO used on DW invoice. The authorization number is found by emailing or texting a copy of the Ovation transaction to yourself and scrolling to the bottom of the
  •  The customer receives a copy of the DW invoice. The invoice is scanned and emailed to payroll (Nicole Caudle) at corporate for processing. Tech is paid once she confirms she has input the retail invoice.

• Chrome River
  • Parts invoices – Write the corresponding part with the DW Invoice number and the zone to be charged (NC200 is Greensboro shop). Input into chrome river for payment.
  • Additional invoices such as Le Bleu, Reeves auto transport, and Cintas also need to be submitted into Chrome River for payment.

Monthly Responsibilities

• Chrome River

                                    Submit Expense report multiple times each month.

Systems Utilized

• System: Wizard Pro
  • Wizard Pro is used to invoice, research vehicle, tech, or customer history as well as reporting options available. Repair 360 is accessed through Wizard Pro under the “Monitor” tab.
• Systems: Entegral/CCC1/ ICE Claims
  • ICE claims are Enterprise car sales units with repairs needed to be complete and billed to Enterprise Rental using the claim number provided. ICE Claims must be built in CCC1 and pushed into Entegral for Enterprise Rental approval team to review estimate & photos. Enterprise will give claim numbers, request revisions, or give approval.
  • Revisions must be submitted through Entegral
  • Units must be closed out in Entegral once complete and invoiced. This enables our cycle time to be captured by Enterprise.
• System: Repair 360 vehicle tracker
  • Repair 360 vehicle tracker is accessed through Wizard Pro under the “Monitor” tab.
  • Input all new vehicles in repair 360 under the appropriate customer.
  • Provide vehicle notes on ICE claim approval status
  • Check vehicle out of R360 tracker when vehicle is leaving the shop.
• System: Chrome River
  • All invoices must be input into chrome river for AP to process.
  • Invoices such as Reeves auto transport and Cintas, also need to be submitted into Chrome River for payment.

The compensation offered for this position will depend on qualifications, experience, and geographic location.

The starting compensation is expected to be:

We offer a competitive & comprehensive benefit package including: paid time off, medical, dental, vision, and 401k match (50% on the dollar up to 7% of employee contribution). For more information on our benefit offerings, please visit our Dealer Tire Family of Companies Benefits Highlights Booklet.

EOE Statement: Dent Wizard is an Equal Employment Opportunity (EEO) employer and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, marital status or disability (in compliance with the Americans with Disabilities Act*), or any other legally protected status, with respect to employment opportunities. 

*ADA Disclosure: Any candidate who feels that they may need an accommodation to complete this application, or any portions of same, based on the impact of a disability should contact Dent Wizard's Human Resources Department to discuss your specific needs. Please feel free to contact us at leaveofabsence@dealertire.com or via phone at 833-483-8232.