Description:
Well-established Brooklyn auto body shop is hiring a full-time Secretary / Office Assistant to manage insurance claims, customer communication, and internal workflow. This position can be done remotely or in-office, as long as tasks are completed promptly, accurately, and without distraction.
We encourage the use of modern tools like ChatGPT or AI products to streamline your work. If a tool helps you work better, the company will invest in it.
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Position Details:
• Full-Time | Monday–Friday
• On-call availability: 9 AM–5 PM
• Remote or in-office
• Competitive pay based on experience
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Key Responsibilities:
• Answer phones and respond to all inquiries professionally
• Call and email insurance companies to report claims, confirm payments, and set up inspections
• Read police reports to identify insurance and policy information, and notify insurers of vehicle location
• Use ChatGPT or Google to find missing contact info and write clear, professional emails
• Take estimates and photos from the estimator and submit via CCC ONE or email to adjusters/inspectors
• Submit and track DOPs, tow bills, and invoices in CCC ONE
• Monitor CCC ONE continuously for new assignments, change requests, approvals, and updates
• Send approved estimates to the boss and insurance immediately
• Text the internal team when a vehicle is approved for repair to begin workflow coordination
• Text and call customers using prewritten templates to provide updates on their vehicle
• Follow up with customers when insurance assigns a new vehicle to our shop
• Track and manage insurance payments, including:
• Customer payment amount and timing
• Deductibles and supplements
• Delivery method (mail vs. EFT), check number, pay code
• Confirm and log all payment details with insurance companies
• Dispatch our tow driver when insurance fails to arrange pickup
• Create and send professional invoices for deductibles, total loss storage, and other charges
• Maintain a visual tracking system (spreadsheet, whiteboard, dashboard, etc.) for all cars and payments
• Utilize and integrate new technologies like ChatGPT or other AI tools to improve efficiency—with the company covering expenses when necessary
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Requirements:
• Experience with CCC ONE is required
• Familiarity with GEICO, State Farm, Liberty Mutual B2B portals
• Strong communication, follow-up, and multitasking skills
• Ability to maintain professionalism whether writing or speaking directly or via AI
• Organized, proactive, and reliable in both remote and in-office environments
• Open to using new technologies to improve performance
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To Apply:
Please reply with your resume and a short summary of your experience with CCC ONE and handling insurance claims. We are hiring immediately for the right candidate.
(718) 395-3831