Automotive Office Manager
15 days ago
Fort Myers
Job Description Title: Office Manager – Auto Body Collision Center Location: Fort Myers, Florida Job Type: Full-time Salary: Competitive + Benefits About Us: Speedeezz Auto Finish is a busy auto body collision center in Fort Myers, dedicated to delivering high-quality repairs and exceptional customer service. We pride ourselves on accuracy, timeliness, and a transparent repair process. We’re looking for an organized, customer-focused Office Manager to oversee daily administrative operations and support our front-office team. Job Summary: The Office Manager is the primary administrative leader in our shop, responsible for answering phones, scheduling, intake and communication with customers, processing billing for fleet accounts, and handling a wide range of administrative tasks that keep the collision center running smoothly. The ideal candidate is detail-oriented, composed under pressure, proficient with insurance and fleet billing processes, and committed to excellent customer service. Key Responsibilities: • Front desk and customer liaison:, • Answer, screen, and route incoming calls; greet customers warmly and professionally., • Manage check-in/check-out for vehicle drops, estimates, and repairs; provide accurate information about status and timelines., • Communicate clearly with customers about repairs, delays, approvals, and estimates., • Scheduling and workflow coordination:, • Schedule repair appointments, body and paint timelines, and rental car coordination as needed., • Coordinate with technicians, estimators, and production staff to maintain a smooth workflow and realistic completion dates., • Track repair progress and update customers and internal teams accordingly., • Estimates, approvals, and intake:, • Review repair orders, prepare estimates using approved pricing, and obtain necessary approvals from customers, insurers, and fleets., • Collect required documents (photos, police reports, insurance details) and ensure completeness of files., • Billing and fleet account management:, • Generate and process invoices for insurance, third-party, and fleet accounts; ensure accuracy of line items, parts, labor, and taxes., • Manage fleet accounts: invoicing, payment tracking, account reconciliations, and regular communication with fleet managers., • Work with insurance adjusters and customers to obtain authorizations, supplements, and scope changes; document changes in the system., • Administrative operations:, • Maintain organized electronic and physical filing systems; ensure data accuracy and privacy compliance., • Manage office supply inventory, vendor relations, and equipment maintenance., • Perform basic bookkeeping tasks and assist with payroll or timekeeping as needed., • Prepare daily, weekly, and monthly reports (production, revenue, aging, etc.)., • Compliance and quality standards:, • Ensure compliance with state/federal regulations, lien/process documentation, and shop policies., • Maintain confidentiality of sensitive information and protect customer data., • Team collaboration:, • Act as a liaison between office, technicians, estimators, management, and customers., • Train and supervise front-desk or admin staff as needed; delegate tasks and monitor performance. Qualifications: • Minimum 2–4 years of office/administrative experience; experience in auto body or collision center environment preferred., • Strong customer service skills with a professional, solution-oriented approach., • Proficiency with general computer software (MS Office, Google Workspace) and auto body estimating/billing software (experience with CCC ONE, Audatex, Mitchell, or similar is a plus)., • Experience with fleet billing, insurance claims, and working with insurers and fleet managers., • Excellent written and verbal communication skills., • Ability to multi-task, stay organized, and meet deadlines in a fast-paced environment., • Attention to detail, accuracy, and strong problem-solving abilities., • Knowledge of Florida wage and hour laws, tax reporting basics, and privacy/compliance practices is helpful., • High school diploma or equivalent; Associate degree or administrative certification preferred. Preferred Skills (Nice-to-Have): • Experience in auto repair or collision center operations (estimating, processing, workflow)., • Familiarity with insurance claim processes, supplements, authorizations, and lien rights., • Bilingual (English/Spanish) a plus, but not required. Work Environment: • Fast-paced collision center setting with a collaborative team., • On-site role at our Fort Myers shop; some tasks may require occasional extended hours to meet deadlines or during peak periods., • Comfortable, professional front-desk environment with standard office equipment. What We Offer: • Competitive salary based on experience., • Health, dental, and vision benefits; 401(k) with company match., • Paid time off and holidays., • Opportunities for professional development and growth within the company., • A supportive team culture and a stable, growing business. How to Apply: • Please submit your resume and a brief cover letter outlining your relevant experience, why you’re a good fit, and your salary expectations., • Include references if available. .