We are seeking a detail-oriented Office Administrator with hands-on insurance claims experience to support daily operations in our busy auto body shop. This role is the central hub between customers, insurance companies, and the production team, ensuring that estimates, supplements, and payments are processed accurately and on time.

Key Responsibilities:

Front Office & Customer Service

• Greet customers, answer phones, and respond to inquiries in a professional, friendly manner.
• Schedule estimates, drop-offs, and vehicle deliveries; coordinate customer rental car needs as required.
• Explain repair timelines and basic insurance/claim status to customers and provide regular updates.

Insurance Claims & Documentation

• Open, track, and manage auto insurance claims from initial estimate through final payment.
• Submit estimates, photos, and supplements to insurance carriers and adjusters (directly or via DRP platforms).
• Communicate with adjusters regarding approvals, supplements, and any changes in repair scope.
• Verify insurance coverage details, deductibles, and customer pay portions; update management system accordingly.
• Ensure all claim documentation (estimates, supplements, invoices, photos, notes) is accurate, complete, and stored properly.

Administrative & Billing

• Prepare final invoices and ensure alignment with approved estimates and supplements.
• Post payments from insurance carriers and customers; reconcile repair orders and resolve billing discrepancies.
• Maintain accurate records in the shop management system (e.g., CCC, Mitchell, or similar).
• Assist with basic bookkeeping tasks such as daily cash/credit reconciliation, deposits, and accounts receivable follow-up.
• Order office supplies, maintain office organization, and support general administrative needs of the shop.

Coordination with Production Team

• Work with estimators, technicians, and management to track vehicle status and update customers and insurers.
• Help prioritize vehicles based on approvals, parts availability, and delivery dates.
• Attend brief daily or weekly production meetings to keep claim and paperwork status aligned with shop workflow.

Qualifications:

Required

• 2+ years of office administration experience, preferably in an auto body shop, dealership, or related automotive environment.
• Demonstrated experience handling auto insurance claims (opening claims, communicating with adjusters, submitting supplements, and tracking payments).
• Strong computer skills, including proficiency with email, spreadsheets, and industry management systems (CCC, Mitchell, Audatex, or similar).
• Excellent communication skills (written and verbal) and a professional phone manner.
• High attention to detail, strong organization, and ability to manage multiple files and deadlines at once.

Preferred

• Experience working with DRP (Direct Repair Program) insurance partners.
• Basic understanding of collision repair terminology and process.
• Experience with basic bookkeeping or accounting tasks.

Key Competencies

• Customer-focused with a calm, solution-oriented approach.
• Strong follow-through and ability to own a claim file from start to finish.
• Ability to work independently and as part of a small, fast-paced team.
• Integrity, confidentiality, and respect for customer and company information.

What we offer:

·      Competitive hourly wage with overtime and potential bonuses.

·      Training and advancement opportunities in collision repair/refinishing.

·      401 K match up to 3%

·      Health benefits

·      Paid vacation

What happens next:

If you’re excited about this opportunity and ready to join our team, apply today! Qualified candidates will be contacted for an interview. We review applications on a rolling basis and will keep you updated throughout the process.

Thank you for your interest—we look forward to meeting you!

Joy and Grace, LLC is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other legally protected status.