Office Administrative Assistant

2 months ago


Severn, Canada CARSTAR Orillia Full time

**Job Summary**
The Office Administrator will be responsible for ensuring the smooth operation of the office environment by handling various administrative tasks and providing support to staff and clients.

**Duties**:

- Follow up on every file for outstanding items and progress status of each job
- Update customers in timely manner of status of jobs
- Follow up and confirm deductible statues owed on open jobs
- Input invoices into accounting software (detail oriented will be required for this task)
- Analyze invoices and accept parts and sublets into management software, scan and file accordingly
- Follow up and manage the returning of parts and ensure we obtain credits from vendors
- Book customers in for repairs and print out all necessary paperwork for file
- Receive in customers when arriving for appointments and process accordingly
- Book rental cars through appropriate system. Update system accordingly for insurance and Enterprise.
- Update insurance software systems with timely updates on repair status
- Update booking calendar, accordingly (daily task)
- Create computer files for all incoming jobs and organize file according to required specifics
- Start specific files in quoting systems
- Update correct software files at end of job with all necessary documents and scales
- Upload pre and post scans from scanner to computer, review and file accordingly
- Help facilitate taking photos and uploading to files accordingly
- Keep office clean daily: sweep floors, vacuum carpets, waters plants, empty office garbage, dust desk. We all do our part and this is a part of everyone’s job - to help maintain the works spaces -to remain clean and tidy daily

**Qualifications**:

- Minimum 2 years administrative experience
- Computer & Internet literate
- Ability to work with multiple software systems
- Keyboarding of 50-70 words per minute
- Invoice analytical skills (for entry into accounting software)
- Willingness to learn and help at times with tasks beyond job description
- Self motivation is mandatory
- Multi-tasking abilities are mandatory
- Team oriented and goal focused is essential
- Attention to detail is critical
- Critical thinking crucial
- Organizational skills and abilities mandatory
- Ability to take initiative with appropriate tasks & for self education and improvement
- Ability to ask questions (when you’re unsure) highly encouraged and required to succeed
- Ability to work with-in a high paced environment
- Previous experience in ‘Automotive’ not necessary but an interest in learning is essential
- Proactive personality

Pay: $18.00-$28.00 per hour

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative experience: 1 year (preferred)

**Language**:

- English (required)

Work Location: In person


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