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Operations Assistant

2 months ago

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

We are seeking a highly skilled and experienced Customer Service and Office Administrator to join our team at Craftsman Collision. As a key member of our operations team, you will be responsible for providing exceptional customer service, supporting shop operations, and performing various administrative duties.

Key Responsibilities
  • Customer Service
    • Interact with customers in a professional and courteous manner, gathering information to relay to the team and ensuring their needs are met.
    • Take ownership of customer concerns and issues, resolving them in a timely and satisfactory manner.
    • Answer phone calls, handle inquiries, book appointments, and notify customers of repair completion as directed.
    • Provide a welcoming experience for customers, ensuring their wait time is manageable.
    • Sign customers in and out, collect payments, and explain our processes and procedures in a clear and respectful manner.
  • Office Administration
    • Download and print assignments from insurance companies using Audatex and Mitchell, preparing new files for estimators.
    • Prepare monthly promotional and printing inventories, organizing replenishment as necessary.
    • Order office supplies and printer toner cartridges.
    • Input documents and new hourly employees into Dayforce.
    • Arrange courier services when necessary.
    • Support in-shop training of new staff.
  • Daily Bookkeeping Duties
    • Update CMS for arrived and delivered vehicles as changes occur.
    • Closing POS machine, printing and posting the Deposit Journal, and preparing a bank deposit slip daily for any cash/cheques.
    • Finalize all work orders from the previous day and bill insurance companies accordingly.
    • Invoice parts/sublet/rental invoices relating to work orders via Purchase Orders and review any discrepancies.
    • Post any A/R cheques into Traverse A/R and reconcile any over/short payments.
    • Enter invoices for non-trade payables (overhead) into Traverse A/P.
    • Banking as required (at least weekly).
    • Post PO Journals and Non-Trade Transaction Journals as required.
  • Monthly Bookkeeping Duties
    • Prepare all payable cheque runs (mid & month end). Prepare monthly log for Head Office for any aging A/P amounts.
    • Reconcile Flat-Rate and Straight-Time hours with employees (with the help of Shop Manager) and post the Flat-Rate Journal in CMS on a semi-monthly basis. Prepare manual cheques and ROE's for any terminated hourly employees or for those on leave.
    • A/R Collections on unpaid balances including sending statements to customers and preparation of monthly log for Head Office.
    • Follow month-end procedures on the first day of every month and review monthly reports with Shop Manager.
    • Review monthly ARA and MSP benefits statements for accuracy.
    • Reconcile GL accounts 4920 (Other Income/Over-Shorts), 1130 (Employee A/R) and 1999 (Suspense).
    • Perform year-end requirements as directed by Head Office.
    • Other related duties as assigned.
    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 with a customer service-oriented attitude.
    • Experience with accounts receivable, accounts payable, and payroll preferred.
    • Demonstrated ability to multi-task and prioritize, effectively managing time with minimal supervision.
    • Detail-oriented and able to complete tasks with a high degree of accuracy.
    • Strong verbal, written, and listening skills.
    • Proficient in Outlook, Word, and Excel with the ability and willingness to learn new applications.
    • Demonstrated desire and aptitude for learning and development.
    • 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
    • As a member of the Craftsman Collision team, you will receive valuable perks such as extended health, professional development, certified training, and more.