Job Description/Specification:
An automotive body shop is seeking a detail-oriented Body Shop Administrator to support its daily administrative and operational activities. This role is suitable for candidates with experience in automotive administration, repair documentation, customer service, and coordination between workshop teams and external stakeholders.
The Body Shop Administrator helps ensure that vehicle repairs progress smoothly from intake to delivery. Key responsibilities include maintaining job cards and customer records, coordinating with insurance companies, tracking repair progress, arranging spare parts, and supporting the Body Shop Manager with scheduling and workflow management.
Strong organisational skills, accurate recordkeeping, and effective communication are essential for success in this position.
Key Responsibilities
Repair Documentation and Records
The administrator prepares, maintains, and updates repair orders, job cards, and customer records. Accurate documentation is required throughout the repair process, including estimates, invoices, warranty records, and other relevant paperwork.
The role also involves maintaining organised filing systems and ensuring that repair documentation is complete and accessible.
Customer Service and Vehicle Coordination
The Body Shop Administrator coordinates vehicle intake and delivery schedules and keeps customers informed about repair progress and estimated completion dates.
Additional duties include:
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Answering customer inquiries by telephone and email.
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Scheduling appointments and coordinating vehicle-related arrangements.
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Providing updates on repair status.
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Supporting a professional and positive customer experience.
Insurance and Financial Administration
The administrator liaises with insurance companies to coordinate repair approvals, claims, and required documentation.
Responsibilities also include processing purchase orders, invoices, and supplier payments, while ensuring that financial and administrative records are maintained accurately.
Parts, Inventory, and Vendor Coordination
The role requires close coordination with the parts department to ensure spare parts are available when needed for repairs.
The administrator also maintains inventory records for body shop consumables and office supplies, and assists with arranging external vendor services and subcontracted repairs when required.
Workshop Workflow and Reporting
Working under the Body Shop Manager, the administrator supports job scheduling and monitors repair workflow to help maintain efficient workshop operations.
Other responsibilities include preparing daily, weekly, and monthly operational reports, recording technician attendance, and maintaining administrative records.
The role also requires following company policies, safety standards, and documentation procedures.
Qualifications and Skills
The supplied job description does not specify formal education or minimum experience requirements. Relevant skills for this position include:
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Strong administrative and organisational abilities.
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Accurate documentation and recordkeeping.
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Customer service and communication skills.
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Coordination with technicians, suppliers, insurance companies, and customers.
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Familiarity with repair orders, job cards, invoices, and workshop records.
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Ability to manage multiple tasks and support daily workshop operations.
Experience in an automotive body shop or vehicle repair environment may be beneficial.
Who Should Apply?
This role may suit administrative professionals who are organised, customer-focused, and comfortable coordinating several operational tasks at once. Candidates with automotive workshop experience and the ability to maintain accurate records while communicating with customers and technical teams may be well suited to the position.