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Administrative Support Specialist

2 months ago

Williams Lake, British Columbia, Canada Craftsman Collision Full time
Job Summary

We are seeking a highly skilled and detail-oriented Customer Service and Office Administrator to join our team at Craftsman Collision. As a key member of our operations team, you will provide exceptional customer service, support our shop with administrative duties, and contribute to the overall success of our organization.

Key Responsibilities
  • Customer Service
    • Interact with customers in a professional and courteous manner, gathering information to relay to the rest of the team.
    • Take ownership of customer concerns and issues, ensuring they are satisfied or passed on to the appropriate person.
    • Answer phone calls, handle inquiries, book appointments, and notify customers of repair completion as directed.
    • Greets customers, ensures their wait time is agreeable, and signs them in and out.
    • Collects payments and helps customers understand our processes and procedures.
  • Office Administration
    • Downloads and prints assignments from insurance companies, prepares new files for estimators, and maintains accurate records.
    • Prepares promotional and printing inventories, orders office supplies, and replenishes as necessary.
    • Inputs documents and new employees into our HR system, arranges courier services, and supports in-shop training.
  • Daily Bookkeeping Duties
    • Updates our customer management system, closes the POS machine, and prepares a bank deposit slip daily.
    • Finalizes work orders, bills insurance companies, and reviews discrepancies.
    • Posts A/R cheques, reconciles payments, and enters invoices for non-trade payables.
    • Banking and reconciliations as required.
  • Monthly Bookkeeping Duties
    • Prepares payable cheque runs, prepares monthly logs for Head Office, and reconciles Flat-Rate and Straight-Time hours.
    • A/R Collections, including sending statements and preparing monthly logs.
    • Follows month-end procedures, reviews reports with the Shop Manager, and reconciles GL accounts.
    • Performs year-end requirements as directed by Head Office.
    Requirements
    • Minimum of 3 years related experience in a fast-paced, team-oriented environment.
    • Post-secondary courses in a related field an asset.
    • Strong interpersonal skills, customer service-oriented attitude, and experience with accounts receivable, accounts payable, and payroll.
    • Demonstrated ability to multi-task, prioritize, and manage time with minimal supervision.
    • Detail-oriented, with a high degree of accuracy, and proficient in Outlook, Word, and Excel.
    • Previous experience with payroll or HRIS systems preferred; Dayforce experience an asset.
    • A valid driver's license preferred.
    • Must be legally entitled to work in Canada with no restrictions.
    Benefits
    • Extended health, professional development, certified training, and more.