Receptionist & Office Administrator

Are you a warm, bubbly, and enthusiastic individual who loves creating unforgettable first impressions? If so, we invite you to join our luxury collision repair group as a Receptionist/Office Administrator and be the welcoming face of our state-of-the-art facilities. As the first point of contact for our valued clientele, you’ll provide exceptional customer service, ensure seamless client communication, and embody the professionalism and elegance that define our brand. Roles and Responsibilities Greet customers Answer and direct phone calls Check deductible for files before completion Collect payments from customers Coordinate with the detail department and Production Manager in preparation for pick-ups Contact customers for scheduling of estimates and repairs as well as vehicle pick-up Monitor and remind customers who did not pick up within 24 hours Update appointment calendars and schedule appointments Take tow-in vehicle requests Create ICBC files, other private insurance files, dealership, and private job repairs Prepare all paperwork and key tags for each job order Assign jobs to each estimator Check customers’ loss of use coverage and liability to determine billing ICBC or ATS claims Send rental reservation requests to ICBC and claim rental vehicle reimbursement (clawbacks) Monitor Hertz rental bills Monitor the White Board and ensure picked-up vehicles are removed Make rental reservations for customers with Hertz or other rental companies Monitor rental vehicle in and out dates Coordinate valet service for customers without rentals Check color sand and buff, parts invoices, and total amounts when closing files Enter and manage cycle time, ensure ICBC payment is submitted with correct cycle time and total repair amount Maintain cleanliness of lobby and washroom Receive and sort daily mail, deliveries, and couriers Invoice completed files and export invoices to QuickBooks Apply payments to the correct RO in QuickBooks Organize past month files Maintain office supplies and place orders when necessary Perform other clerical receptionist duties such as filing, photocopying, faxing, refilling supplies at the complimentary drink area Set up Employee IDs for new employees Enter timecards for employees who did not punch in and out Assist manager to monitor employee calendar Assist in month-end closing Ensure Synergy sales matches with QuickBooks Maintain work-in-progress payables Other duties as assigned Qualifications Automotive dealership service experience is an asset A team player focused on providing exemplary customer service Excellent communication Ability to multi-task in a fast-paced work environment Strong organizational skills and detail oriented Working knowledge of computers Benefits Competitive wages with optional Group RRSP and Deferred Profit-Sharing Plan Comprehensive benefits plan (Extended Health Care, Dental, Vision, and annual allowance for each practitioner) Company-sponsored opportunities to travel abroad for training Company-sponsored education and opportunities for growth State-of-the-art facility with ergonomic workstations Employee rewards, annual safety shoes reimbursement, and employee referral bonus programs Company-sponsored recreational events Clothing provided (apparel) Company-sponsored lunches #J-18808-Ljbffr