Receptionist & Office Administrator

Job Description

Job Description

Salary : $45,000.00-$60,000.00

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, youll provide exceptional customer service, ensure seamless client communication, and embody the professionalism and elegance that define our brand.

Please note the following Roles and Responsibilities for this position which includes but is not limited to :

• Greet customers
• Answer and direct phone calls
• Check deductible for files before completed
• Collect payments from customers
• Coordinate with the detail department & Production Manager in preparation for pick-ups
• Contact customers for scheduling of estimate and repairs as well as vehicle pick up
• Monitor and remind customers who did not pick up over 24 hours
• Update appointment calendars and schedule appointments
• Taking tow-in vehicle request
• Create ICBC files, other private insurance files, dealership, and private job repairs
• Prepare all paperwork and key tags for each job orders
• Assign jobs to each estimator
• Checking customers loss of use coverage and liability in order to determine billing ICBC or claiming ATS
• Send rental reservation request to ICBC and claim rental vehicle reimbursement (clawback(s))
• Monitoring Hertz rental bills
• Monitoring the White Board, making sure picked-up vehicles are removed from it
• Making rental reservations for customers with Hertz or any other rental companies
• Monitor rental vehicle in and out dates
• Coordinate valet service for customers without rentals
• Checking Color Sand and Buff, parts invoices, and total amount when closing files
• Enter and manage cycle time, ensure ICBC payment submitted with correct cycle time and total repair amount
• Maintain cleanliness of lobby and washroom
• Receiving and sorting daily mail, deliveries, and couriers
• Invoice completed files and export invoices to QuickBooks
• Apply payment to correct RO in QB
• Organizing past month files
• Maintain office supplies and place orders when necessary
• Perform other clerical receptionist duties such as filing, photocopying, faxing, refilling supplies at complimentary drink area, etc.
• Set up Employee ID for new employees
• Enter timecard 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 QB
• Maintain work in progress payables
• Other duties as assigned

An ideal candidate should be able to demonstrate some if not all the following qualifications :

To illustrate our dedication to our family, some of the benefits we provide are as follows :

For a quick virtual tour of our facility or for more information about us; please click the following link :

If you are interested, please do not hesitate to take this opportunity or wait to apply. For more information about our open position(s), please visit us at :

Only the candidates who are chosen to advance to the next step of our recruitment process will be contacted through phone or email.

Please note that internal applicants will be given first consideration.