V.I.C.E. Automotive Administrative Assistant Las Vegas, NV · Full time Company website

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V.I.C.E. Automotive assists customers and law firms with property damage claims, collision-related services, vehicle rentals, total-loss matters, and other automotive needs. Our team focuses on clear communication, accurate documentation, and helping customers navigate the vehicle repair and rental process during a stressful time. V.I.C.E. Automotive is an equal opportunity employer.

V.I.C.E. Automotive is seeking an organized, dependable, and detail-oriented Rental Administrative Assistant to support our customer rental program and daily office operations.

This position will work under the direction of the Senior Claims Coordinator and assist with managing rental files from initial placement through final payment. The ideal candidate is comfortable communicating with customers, law firms, insurance companies, and rental providers while maintaining accurate and organized documentation.

When rental responsibilities permit, this position will also assist with customer intake, document management, and other administrative tasks as needed.

Primary Responsibilities

• Open, organize, and maintain customer rental files.
• Collect and verify required rental paperwork and supporting documentation.
• Track rental start dates, return dates, extensions, final invoices, and payment status.
• Upload rental lien documents and supporting records to the appropriate funding platform.
• Follow up with insurance companies regarding outstanding rental payments.
• Communicate with customers, law firms, insurance adjusters, and rental providers regarding missing documents, payment status, and rental updates.
• Monitor outstanding rental balances and payments received.
• Track payments owed to Enterprise and other rental providers.
• Maintain accurate and current information in the company’s rental tracking system.
• Assist with intake overflow by gathering and entering customer, vehicle, accident, insurance, and attorney information.
• Scan, upload, organize, and maintain electronic records.
• Answer phones and assist with general customer inquiries as needed.
• Provide additional administrative and operational support as assigned.

Qualifications

• Previous administrative, customer service, or office experience.
• Strong organizational skills and attention to detail.
• Clear and professional written and verbal communication.
• Ability to follow established procedures and work effectively under supervision.
• Ability to manage multiple files, deadlines, and follow-up tasks.
• Comfortable making follow-up calls and communicating with insurance companies and professional offices.
• Basic proficiency with email, Microsoft Office, online document systems, and data entry.
• Ability to handle confidential customer and business information appropriately.
• Dependable attendance and reliable transportation.

Preferred Qualifications

• Experience in automotive repair, insurance claims, personal injury, legal services, rental services, or customer intake.
• Experience working with insurance adjusters, law firms, or lien-based services.
• Familiarity with electronic file management or customer relationship management systems.
• Bilingual in English and Spanish is preferred but not required.

Schedule and Compensation

• Full-time, Monday through Friday
• In-office position
• Starting pay D.O.E.
• 90-day introductory performance review
• Opportunity for continued growth based on performance and business needs

Benefits

• Health, dental, and vision insurance available after the applicable eligibility period
• Paid time off
• Company-paid holidays
• Additional benefits may be available in accordance with company policies and eligibility requirements