Customer Service and Office Administrator-Floating

Customer Service and Office Administrator-Floating

We are currently seeking a full-time Customer Service and Office Administrator for coverage at various Victoria Island shop locations. This is a floating position, applicants must have their own vehicle and be willing to travel to various shops around the Victoria Island. We offer competitive wages ranging from $50,000 to $66,000 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.
Craftsman Collision is 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 500 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 in the Craftsman Management System (CMS) for alerts/correspondence as well as voicemail and email;
• Participates in daily Production Meetings to keep updated on repair progress and customer concerns;
• Assists with making transportation arrangements for customers as required;
• Actively participates in creating the “Craftsman Sparkle” by maintaining a clean, tidy and professional office.

Office Administration

• Downloads and prints assignments from insurance companies using Audatex (Qapter) 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;
• Organizes social event sign-ups for shop and communicates any other directives to staff from Head Office (ie: training dates, presentations);
• Initiates new hourly employees in UKG and walks them through all necessary forms. Assists employees with UKG access and ongoing self-management including relaying and interpreting company policies. Submits change forms for employees as required by Shop Manager. Liaises with ITA to report apprentice training hours. Co-ordinates with HR Department for employee matters. Records hourly employee vacations in CMS Vacation Planner;
• Opens or closes up shop as required by Shop Manager;
• Coordinates filing, storage and disposal of all office paperwork/records;
• Directs vendors and delivery drivers as required;
• Purchases office groceries, postage stamps, etc.;
• Opens and manages the daily shop mail;
• Assists Shop Manager with event organization (ie: prize donation collection, staff lunches, vendor gifts, holiday decorating);
• Arranges courier services when necessary;
• Contacts and arranges service personnel as requested by Shop Manager (ie: plumber, locksmith);
• Liaises…