Business Office Manager

The Business Office Manager

Key Responsibilities:
Office & Administrative Operations
- Supervise daily office functions and manage front office staff - ensuring efficiency and organization.
- Maintain records, contracts, and documentation related to KhS’s retail hail business as well as any other of the company’s commercial business operations.
- Coordinate office supply purchases, equipment maintenance, and attend to critical facility vendor relationships.

Claims & Business Support
- Reporting to the Director of Operations in Calgary, the US KhS headquarters team and all Canada field claims and estimating team members to manage all aspects of KhS’s hail damage appraisals and related repairs.
- Custodianship of the company’s claims finalization recordkeeping for all core and ancillary processes related to any partner insurance claim including the timely processing of invoices, payments to vendors, and claim reimbursements.
- Ensure accurate record keeping for repair orders, invoices, and customer interactions crucial to the accounting and invoicing operations.
- Ownership of customer vehicle scheduling capacity tools which dictate the call center’s fulfillment metrics and ensure efficient use of available capacity at every juncture.
- Maintain a strong relationship with insurance partner counterparts as needed.

Financial Management & Accounting
- Support Canada and US parent(s) in facilitation of financial related transactions not limited to accounts receivable/collections support, accounts payable submission/expense tracking and payroll processing.
- Provide cost analysis for financial results vs. budgets for all key Canadian profit centers as well as research any material variances.
- Reconcile body shop and parts transactions against vendor statements to ensure vendor payments are current/timely.
- Assist with revenue tracking and forecasting as well as parent financial audits as needed.

Compliance & Reporting
- Ensure compliance with business licensing as well as all industry-specific insurance requirements and support parent companies’ adherence to accounting standards and tax regulations.
- Prepare reports for KhS Canada and US senior management, insurance partners, and external stakeholders.
- Monitor and enforce internal financial controls and office policies.

Qualifications & Skills:

- General diploma needed; Secondary education preferred
- 5+ years’ experience with some combination in office management, automotive claims/repairs, accounting experience is preferred
- Ability to manage multiple tasks in a fast-paced, deadline-driven environment.
- Excellent customer service, negotiation, and problem-solving skills.
- Ability to work independently and efficiently in high-volume, fast-paced environments.
- Experience with NetSuite (Oracle) and dashboard analytical tools like Power BI is a plus
- Excellent organizational, communication, and problem-solving skills.

Other Duties as Assigned

Physical Job Requirements
- Continuous viewing from and inputting data to a computer screen
- Sedentary position; mínimal physical demand
- Role involves sitting most of the workday with frequent walking and standing
- Lifting is typically limited to light objects (up to 10 lbs)
- Office-based role with standard business hours; may be required to work outside of standard business hours during peak hail seasons.
- Fast-paced environment requires high accuracy and attention to detail.

Drug Policy
- All applicants being considered for employment must pass a pre-employment drug screening and background check

We provide comprehensive benefit package including medical, dental, vision, disability and life insurance through RBC Extended Health Care and Manual Life RPP. (Registered Pension Plan) and cell phone.