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Central Desk Administrator

Location: Remote
Reports To: Central Desk Administrative Supervisor
Company: Dent Wizard
FLSA Status: Non-Exempt

Job Summary

The Central Desk Administrator is responsible for coordinating the accurate and timely processing of customer claims by managing claim intake, documentation, data entry, tracking, and communication between field and corporate teams. This role serves as a key administrative support function, ensuring claims are properly documented, entered into company systems, and processed efficiently.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while maintaining a high level of accuracy and professionalism.

Key Responsibilities

• Monitor shared email inboxes and process incoming claims, updates, and customer requests.
• Review invoices and supporting documentation to ensure claims are complete and accurate.
• Track claim status through all stages of processing using internal spreadsheets and systems.
• Enter and maintain claim information within CCC1, Entegral, and internal tracking tools.
• Follow up with field teams to obtain missing documentation and resolve claim discrepancies.
• Coordinate with Shop Supervisors and Accounts Receivable to address invoicing and account concerns.
• Maintain organized digital records to support audit readiness and efficient document retrieval.
• Ensure customer approvals are documented and submitted for payment processing.
• Track outstanding approvals and proactively follow up to prevent delays.
• Support reporting activities related to claims processing and account status.
• Adhere to company procedures, policies, and quality standards at all times.
• Communicate issues, trends, and process concerns to management.
• Promote a positive and collaborative work environment through professionalism and teamwork.

Essential Duties and Responsibilities

• Monitor and prioritize incoming claims based on urgency and processing deadlines.
• Pull customer invoices and verify supporting documentation, including photographs, repair details, and ADAS scan reports.
• Identify and communicate missing or incomplete claim documentation.
• Maintain accurate claim tracking records and ensure consistency across all systems.
• Accurately enter claim and estimate information into CCC1.
• Upload and maintain claim-related information within Entegral.
• Research customer-requested revisions and validate supporting documentation before making changes.
• Coordinate regularly with Shop Supervisors to resolve claim discrepancies and verify repair information.
• Partner with Accounts Receivable to reconcile invoicing issues and customer account concerns.
• Escalate unresolved issues or processing bottlenecks to management.
• Ensure all approvals are properly documented, filed, and submitted for payment processing.
• Support month-end and periodic reporting requirements.
• Adapt to changing priorities and workloads while maintaining service levels and accuracy.
• Perform additional administrative duties and special projects as assigned.

Basic Qualifications

• High school diploma or equivalent required; Associate degree preferred.
• Minimum of two (2) years of administrative support, claims processing, billing, customer service, or related experience required.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Intermediate proficiency in Microsoft Office, including Excel, Word, and Outlook.
• Ability to manage multiple priorities and meet deadlines with minimal supervision.
• Professional demeanor and strong customer service orientation.
• Reliable attendance and dependability.

Preferred Qualifications

• Automotive, reconditioning, collision repair, or claims administration experience.
• Experience with CCC1, Mitchell Estimating Software, Entegral, or similar claim management systems.
• Experience working with invoicing, accounts receivable processes, or customer account reconciliation.

Physical Requirements

• Continuous viewing of and data entry into computer systems.
• Ability to sit, stand, and walk throughout the workday in an office or shop environment.
• Frequent use of a computer, keyboard, telephone, and other office equipment.
• Occasional lifting and carrying of materials up to 25 pounds.
• Ability to maintain focus and accuracy in a fast-paced environment.

Drug Policy

• All applicants being considered for employment must successfully pass a pre-employment drug screening and background check.

The compensation offered for this position will depend on qualifications, experience, and geographic location.

The starting compensation is expected to be:

We offer a competitive & comprehensive benefit package including: paid time off, medical, dental, vision, and 401k match (50% on the dollar up to 7% of employee contribution). For more information on our benefit offerings, please visit our Dealer Tire Family of Companies Benefits Highlights Booklet.

EOE Statement: Dent Wizard is an Equal Employment Opportunity (EEO) employer and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, marital status or disability (in compliance with the Americans with Disabilities Act*), or any other legally protected status, with respect to employment opportunities. 

*ADA Disclosure: Any candidate who feels that they may need an accommodation to complete this application, or any portions of same, based on the impact of a disability should contact Dent Wizard's Human Resources Department to discuss your specific needs. Please feel free to contact us at recruiting@dentwizard.com.