Client Relations and Administrative Coordinator
3 weeks ago
We are looking for a part-time Client Relations and Administrative Coordinator to join our dynamic team. This role offers competitive compensation, generous paid time off, and comprehensive health benefits. The Client Relations and Administrative Coordinator will deliver outstanding service to our clients while supporting operational initiatives and handling administrative responsibilities.
About Us
Craftsman Collision is the leading independent auto body repair network in Canada, and we pride ourselves on fostering a supportive and collaborative work environment. If you are eager to develop your career while enjoying a positive workplace culture, we invite you to explore this opportunity.
Client Relations Responsibilities
- Engage with clients in a warm, professional manner, ensuring their needs are clearly understood and communicated to the team.
- Take responsibility for client inquiries and concerns, providing resolution or directing them to the appropriate personnel.
- Manage incoming calls, schedule appointments, and inform clients about the status of their repairs.
- Welcome clients upon arrival and ensure their wait experience is comfortable.
- Process client check-ins and check-outs, including payment collection.
- Educate clients about our procedures in a clear and respectful manner.
- Respond promptly to all client communications, including monitoring alerts and messages in our management system.
Administrative Duties
- Retrieve and organize assignments from insurance providers and prepare files for estimators.
- Oversee the management of the shop's email communications.
- Conduct monthly inventory assessments for promotional materials and manage restocking as needed.
- Order office supplies and maintain inventory levels.
- Input new employee data into our HR system.
- Coordinate courier services as required.
- Assist in training new team members.
Daily Financial Responsibilities
- Update the management system with vehicle status changes.
- Close daily transactions and prepare bank deposits.
- Finalize work orders and process billing for insurance companies.
- Invoice for parts and services, addressing any discrepancies.
- Record accounts receivable transactions and reconcile payments.
- Input invoices for non-trade expenses.
- Conduct banking activities as necessary.
- Maintain accurate financial records.
Monthly Financial Responsibilities
- Prepare accounts payable runs and maintain logs for aging payables.
- Reconcile employee hours and post relevant journals.
- Manage collections on outstanding balances and prepare statements.
- Conduct month-end procedures and review reports with management.
- Verify accuracy of benefits statements.
- Reconcile general ledger accounts as required.
- Complete year-end tasks as directed.
- Perform additional related duties as assigned.
Qualifications
- At least 3 years of relevant experience in a fast-paced, collaborative environment.
- Post-secondary education in a related field is an asset.
- Strong interpersonal skills with a focus on client service.
- Experience in accounts receivable, accounts payable, and payroll is preferred.
- Ability to multitask and prioritize effectively with minimal supervision.
- Detail-oriented with a commitment to accuracy.
- Excellent verbal and written communication skills.
- Proficient in Microsoft Outlook, Word, and Excel, with a willingness to learn new software.
- A desire for continuous learning and professional development.
- Experience with payroll or HRIS systems is a plus.
- A valid driver's license is preferred.
- Must be legally authorized to work in Canada without restrictions.
Benefits
- As a member of the Craftsman Collision team, you will enjoy valuable benefits such as extended health coverage, opportunities for professional growth, and specialized training.
We encourage interested candidates to submit their cover letter and resume, clearly outlining their qualifications and experience relevant to this position.
We appreciate the interest of all applicants; however, only those selected for an interview will be contacted.
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