Shop Administrator

2 weeks ago

Edmonton, Canada J & P Auto Ltd. Full time

_**Looking for an exciting challenge? We are eager to hire a Shop Administrator in this hybrid opportunity working for two of our brands under tappCONNECT; Cliffs Towing and J&P Auto**_

The Shop Administrator for Cliffs Towing and J&P Auto is responsible for managing the efficient flow of parts inventory and ensuring accurate documentation. This role involves coordinating with suppliers, collaborating with internal teams, and maintaining a well organized and up-to-date parts desk. Being a Hybrid role there is a requirement to support J&P in various coverage for the team members. This would include the Service Writer Role and Parts Desk when required.

**J&P Auto Duties**
- Coordinate with service department on the jobs the Service Writer assigned to them.
- Assist with various other J&P tasks as assigned by the Shop Manager or required by the team.
- Close all Cliff’s Tow Bills to J&P chargebacks.
- Responsible for opening and closing Body Shop work orders and work with service department.
- Responsible for receiving parts order paperwork, entering parts into system, and attaching parts to the work order.
- Complete credit and invoice posting.
- Support in closing open po’s or work orders as requested; closing po’s affects accuracy of inventory and expense reporting. Closing work orders affects Revenue Reporting.
- Support in documentation for process and procedures, creating JHA’s and maintaining FLHA’s.
- Responsible for supporting the filing for vehicle service to ensure we are COR compliant.
- Vacation support for various roles within the shop.
- And other duties as assigned.

**Cliffs Towing Duties**
- Monitor and maintain accurate inventory levels.
- Responsible for receiving parts order paperwork, entering parts into system, and attaching parts to the work order.
- Closing work orders affects accuracy of inventory snapshot at month end close.
- Update records promptly to reflect changes inventory.
- Utilize inventory management systems to track stock in inventory or supplies, category, GL account, Location.
- Maintain a comprehensive database of parts, including part numbers, descriptions, and suppliers.
- Assist in regular physical counts of inventory to verify accuracy.
- Identify and investigate any discrepancies and implement corrective measures.
- Set min/max within the system for higher use items.
- Receive and process customer orders efficiently.
- Verify part numbers and specifications for accuracy.
- Coordinate with suppliers to ensure on-time deliveries.
- Cycle count in various areas with high turnover.
- Inspect incoming parts for quality and accuracy.
- Monitor and address where inventory is oversold or has a negative quantity.
- Implement measures to prevent such occurrences and collaborate with relevant teams to rectify discrepancies.
- Address any quality issues with suppliers and ensure compliance.
- Daily close process for all open POs to review and record with accuracy.
- Month end hard close for all PO’s. If the inventory/supplies have been received physically in the shop must be received in Mitchell for an accurate inventory snapshot at month end close
- Handle and resolve issues related to incorrect shipments, damaged goods, or other parts-related concerns.
- Maintain accurate and organized documentation of all parts-related transactions.
- Responsible for supporting the filing for vehicle service to ensure we are COR/Carrier profile complaints.
- Generate reports as needed for management and auditing purposes.
- And other duties as assigned.

**Required Skills & Competencie**s
- Build and maintain positive relationships with suppliers/sublet service providers.
- Attention to detail with the ability to analyze and understand complex related documents and activities.
- Implement corrective actions to prevent recurring problems.
- Excellent organizational skills and the ability to manage multiple tasks and meet tight deadlines.
- A team player who is focused on providing exceptional service and a customer focused attitude with the ability to take direction, work independently and work well with others.
- Must be able to prioritize and multitask, including being able to remain flexible in continually changing and fast paced situations.
- Ability to work with time constraints in a complex environment.

**Qualifications**
- 2-4 years of previous experience in a shop environment
- Knowledge of Mitchell1, ProDemand, and Bolt-On Technologies
- High School Graduate

**About Us**

At the tappCONNECT Inc. we provide a supportive and progressive work environment for our employees that will challenge as well as encourage new ideas driving common-sense solutions. We focus on collaborative efforts and always take the time to see the fun side of life

**Job Types**: Full-time, Permanent

**Benefits**:

- Casual dress
- Company events
- Dental care
- Extended health care
- On-site parking

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Day shift

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