Reception/administrative Assistant

3 days ago

Orleans, Canada Jim Keay Ford Lincoln Full time

**Job Purpose**

The Body Shop Administrative Assistant is responsible for the smooth function and accuracy of daily Body Shop activities. The Body Shop Administrative Assistant provides clerical support to the Bod Shop Manager and employees to ensure the department is organized and profitable.

**Job Details**
- Greets and assists all clients in a friendly and professional manner;
- Promptly answers and directs all incoming calls to the appropriate individual;
- Organizes and maintains accurate client files and correspondences;
- Receives all incoming assignments using three different programs and contacts clients accordingly;
- Reviews, accepts or denies all vehicle tow in bills based on insurance provided guidelines;
- Processes payments to tow truck companies;
- Updates in-house Arms system daily to reflect the location of each vehicle during repair process;
- Updates appointment scheduler program daily;
- Informs all customers when vehicle repairs are complete;
- Receives and processes all customer payments;
- Liaises with individual insurance companies regarding job completion dates, repairs, deductible status and other details pertaining to the specific insurance claim;
- Builds and fosters strong working relationships with insurance companies and insurance brokers to promote the facility for future repairs;
- Makes payments as per monthly remittances;
- Works closely with rental agencies to ensure a pleasant customer experience;
- Schedules weekly reservations with rental agencies;
- Performs monthly accounts receivable tasks to ensure all monies are collected on time;
- Reconciles Repair Center and CDK programs, matching both figures to ensure accuracy;
- Keeps accurate details of all sublet vendors;
- Orders and tracks office supply inventory;
- Complies with all company policies and procedures; and
- Stays up-to-date with all health and safety training.

**Specific Skills**
- Ability to work and focus in an active and social atmosphere
- Excellent written and oral communication skills
- Ability to plan and prioritize multiple tasks
- Ability to work under pressure to meet tight deadlines
- Ability to work in a team environment with a willingness to offer support to other team members
- Excellent computer skills

**Education & Experience**
- High School Diploma or equivalent is required
- Diploma or Certificate in Office Administration is considered an asset
- Minimum two years’ experience in an administrative role is required
- Experience working in the automotive industry is considered an asset

**Special Conditions**
- Full-time work, approximately 40 hours per week
- May be required to work additional hours during month-end
- Must be able to sit stationed at a computer for various hours at a time

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

**Benefits**:

- Company events
- Company pension
- Employee assistance program
- Extended health care
- Life insurance

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Orleans, ON K1C 2X8: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Work Location: In person

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