Receptionist & Office Administrator Job Saint John area,New Brunswick Canada,Administrative/Clerical

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 Quick Books
Apply payments to the correct RO in Quick Books
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 Quick Books
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

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