Customer Service and Office Administrator

We're currently seeking a full-time Customer Service and Office Administrator at our Colwood location in BC. We offer competitive wages ranging from $45,000 to $50,000 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.

Distinctive Autoworks is part of 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 600 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;
• Deals with all customer interactions promptly including monitoring of Production Dashboard for alerts/correspondence as well as voicemail and email;

Office Administration

• Downloads and prints assignments from insurance companies using Audatex and Mitchell and prepares new files for estimators;
• Manages the shop's email inbox and forwards, distributes or files emails accordingly;
• Prepares monthly promotional and printing inventories and organizes replenishing as necessary;
• Orders all office supplies and printer toner cartridges;
• Input documents and new hourly employees into UKG.
• Arranges courier services when necessary;
• Supports in-shop training of new staff;

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;
• 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). 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 the Flat-Rate Journal in CMS on a semi-monthly basis.
• Prepares 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;
• Follows month-end procedures on the first day of every month and reviews monthly reports with Shop Manager;
• Reviews monthly ARA and MSP benefits statements for accuracy;
• Reconciles GL accounts 4920 (Other Income/Over-Shorts), 1130 (Employee A/R) and 1999 (Suspense);
• Performs year-end requirements as directed by Head Office.
• Other related duties as assigned.

Requirements

• Related experience in a fast-paced, team-oriented environment preferred
• Post-secondary courses in a related field an asset
• Strong interpersonal skills with 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; UKG experience an asset
• A valid driver's license preferred
• Must be legally entitled to work in Canada with no restrictions

Benefits

• Competitive salary from $45,000 to $50,000
• Extended Health & Dental
• 3 weeks vacation
• Professional development
• Certified training

Your cover letter and resume should clearly outline how your qualifications & experience fit this position.

Thank you for your interest in Distinctive Autoworks