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Floating Customer Service and Office Administrator

3 weeks ago

Lower Mainland, Canada Craftsman Collision Full time

We're currently seeking a full-time Customer Service and Office Administrator for coverage at various Lower Mainland shop locations. This is a floating position, applicants must be willing to travel to various shops around the Lower Mainland. We offer competitive wages ranging from $42,000 to $55,000 annually, 3 weeks of paid vacation, and extended health and dental. The Customer Service and Office Administrator will provide exceptional customer service and support the Shop with operations initiatives and administrative duties.

Craftsman Collision is the largest independently owned and operated auto body repair chain in Canada - but we’re also a family that cares about the people we work with. Are you ready to reach your full potential and build a fulfilling career
- while having fun along the way? Then consider joining our team of more than 500 ambitious people who share our commitment to excellence.

**Customer Service**
- Interacts with customers in a caring, friendly and professional manner and assists in clearly identifying the customers’ needs to relay to the rest of the team. Gathers all required information to pass along to estimator;
- Takes ownership of a customers’ concerns and issues until they are satisfied or until they are able to pass them on to the appropriate person;
- Answers phones, handles telephone enquiries, books appointments, makes appointment reminder calls and notifies customers of repair completion as directed;
- Greets customers as they walk in the door and helps ensure their wait time is agreeable;
- Signs customers in and out and collects all necessary payments;
- Helps customers to understand our processes and procedures by explaining in a clear, simple and respectful manner;
- Participates in daily Production Meetings to keep updated on repair progress and customer concerns;
- Assists with making transportation arrangements for customers as required;
- Actively participates in creating the “Craftsman Sparkle” by maintaining a clean, tidy and professional office.

**Office Administration**
- Downloads and prints assignments from insurance companies using Audatex and Mitchell and prepares new files for estimators;
- Prepares monthly promotional and printing inventories and organizes replenishing as necessary;
- Orders all office supplies and printer toner cartridges;
- Organizes social event sign-ups for shop and communicates any other directives to staff from Head Office (ie: training dates, presentations);
- Initiates new hourly employees in Dayforce and walks them through all necessary forms. Assists employees with Dayforce access and ongoing self-management including relaying and interpreting company policies. Submits change forms for employees as required by Shop Manager. Liaises with ITA to report apprentice training hours. Co-ordinates with HR Department for employee matters. Records hourly employee vacations in CMS Vacation Planner;
- Opens or closes up shop as required by Shop Manager;
- Coordinates filing, storage and disposal of all office paperwork/records;
- Directs vendors and delivery drivers as required;
- Purchases office groceries, postage stamps, etc.;
- Opens and manages the daily shop mail;
- Assists Shop Manager with event organization (ie: prize donation collection, staff lunches, vendor gifts, holiday decorating);
- Arranges courier services when necessary;
- Contacts and arranges service personnel as requested by Shop Manager (ie: plumber, locksmith);
- Liaises with Head Office to provide any requested information in a timely manner, including IT, Real Estate, Operations, HR, and Marketing departments;
- Supports in-shop training of new staff;
- Notifies Shop Manager of anything requiring attention (ie: replacement vehicle repairs/cleanliness, staff concerns).

**Daily Bookkeeping Duties**
- Updates CMS for arrived and delivered vehicles as changes occur;
- Closes POS machine, prints and posts the Deposit Journal. Prepares a bank deposit slip daily for any cash/cheques;
- Finalizes all work orders from previous day and bill insurance companies accordingly. This includes entering, printing and filing ICBC claim cycle time/payment request information via ICBC website (BC only);
- Invoices parts/sublet/rental invoices relating to work orders via Purchase Orders and reviews any discrepancies;
- Posts any A/R cheques into Traverse A/R and reconciles any over/short payments;
- Enters invoices for non-trade payables (overhead) into Traverse A/P;
- Banking as required (at least weekly);
- Posts PO Journals and Non-Trade Transaction Journals as required;
**Monthly Bookkeeping Duties**
- Prepares all payable cheque runs (mid & month end). This includes the reconciliation of petty cash, management expenses and balancing all invoices to be paid to vendor statements and Traverse A/P lists. Prepares monthly log for Head Office for any aging A/P amounts;
- Reconciles Flat-Rate and Straight-Time hours with employees (with the help of Shop Manager) and posts