Service Office Assistant

5 days ago

Abbotsford, Canada Magnum Trailer and Equipment Full time

We are looking for a Service Office Assistant to join our growing team. You will be working with a team of amazing people in our Service Division. Come kick-start your career with us today

**Things you will do**:

- Responsible for assisting management of Service Writing, Parts Associates & Parts Purchasing departments.
- Ensure that all departments are performing according to Company standards.
- Review & implement departmental procedures which are aligned with industry best practices.
- Assist the Service Office Manager by assisting to mentor, and train Service Writers, Parts Associates and Parts Purchasers
- Review and verify completed work from all shifts, including the collection of work orders
- Identify errors and make recommendations for corrective actions.
- Assist Service Office Manger to conduct personnel related tasks with the support of Human Resources including but not limited to:

- Time off approvals
- Recruitment & selection
- Kebrite administration including time adjustments / event management entries
- Provide administrative support to the division including but not limited to:

- Data entry, ERP administration such as generating custom work orders
- Formalize and distribute estimates and quotes for service jobs
- Review with customers where required
- Preparation of trailer inspection documents for Magnum Trailer Sales
- Assist the Service Office Manager to oversee fleet inspections for major customer accounts
- Help invoicing for ICBC service jobs
- Assist with general service invoicing as required
- Provide support and administration to the VP, Service
- Establish and maintain positive and professional working relationships with Magnum Customers
- Main point of contact for customer follow-ups, questions, concerns, and general inquiries
- Provide regular updates on the status of service jobs to customers as required
- Collect customer payments made during business hours and process as required
- Assist with the coordination of pick up / delivery requirements of customer units
- Point of contact for ICBC service jobs
- Assists with the management and oversight of ICBC service jobs
- Work closely and maintain positive working relationships with ICBC for service requirements
- Commercial Vehicle Safety & Enforcement (CVSE) administration
- Document all Commercial Vehicle Safety and Enforcement (CVSE) inspections & file paperwork as required
- Resolve CVSE discrepancies as they arise
- Manage and oversee complex service jobs and escalated service issues
- Resource for service shop for general inquiries, questions, and concerns Perform all other duties as assigned

**What you have**:

- Minimum 5 years of customer service experience preferably in the Transportation Service Industry
- Minimum 2 years of leadership experience working with teams
- Administration experience in an office environment
- Working knowledge of ERP system preferably Visual Manufacturing
- Must be familiar with and able to utilize Microsoft Office Suite (Outlook, Excel, Word etc.)

**ADDITIONAL SKILLS**:

- Ability to lead teams through effective coaching, mentoring and training
- Superior customer service skills
- Ability to prioritize workload and conflicting demands while achieving required deadlines
- Ability to thrive in fast paced work environment

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