Receptionist & Office Administrator

Are you a warm, professional, and customer-focused individual who enjoys creating exceptional first impressions? Do you thrive in a fast-paced environment where no two days are the same? If so, we invite you to join No.1 Collision Group as our Receptionist / Office Administrator.

As the first point of contact for our customers, you will play an essential role in delivering an outstanding customer experience while supporting the daily administrative operations of our luxury collision repair facility. This position is ideal for someone who enjoys customer service, office administration, and working within the automotive collision repair industry.

Please note the following roles and responsibilities for this position include, but are not limited to:

• Greet customers and visitors in a friendly and professional manner.
• Answer, screen, and direct incoming phone calls.
• Schedule customer appointments for estimates, repairs, and vehicle pick-ups.
• Contact customers regarding repair scheduling, vehicle completion, and pick-up arrangements.
• Follow up with customers whose vehicles have not been picked up within 24 hours of completion.
• Check customer deductibles before repair files are completed.
• Collect customer payments and process transactions accurately.
• Coordinate vehicle pick-ups with the Production Manager and Detail Department.
• Arrange valet services for customers when required.
• Create and maintain ICBC, private insurance, dealership, and customer-pay repair files.
• Prepare repair orders, key tags, and required documentation for each repair.
• Assign repair files to the appropriate Estimator.
• Verify customer loss of use coverage and liability to determine the appropriate billing process.
• Submit rental vehicle reservation requests through ICBC and process rental reimbursement claims and clawbacks.
• Coordinate rental vehicle reservations with Hertz and other rental providers.
• Monitor rental vehicle bookings, billing, and return dates.
• Monitor Hertz rental invoices for accuracy.
• Maintain the production whiteboard by removing completed vehicle information.
• Review colour sand and buff charges, parts invoices, and final repair totals before closing repair files.
• Enter and maintain accurate cycle time information and ensure ICBC payments are submitted correctly.
• Invoice completed repair orders and export invoices into Quick Books.
• Apply customer payments to the correct repair orders within Quick Books.
• Assist with month-end administrative processes.
• Ensure Synergy sales reconcile accurately with Quick Books.
• Maintain work-in-progress payables.
• Receive, sort, and distribute daily mail, deliveries, and courier packages.
• Maintain reception, customer lounge, lobby, and washroom cleanliness.
• Monitor office supply inventory and place orders as required.
• Organize and maintain repair files and office records.
• Set up employee identification cards for new employees.
• Enter employee timecard corrections when required.
• Assist management with monitoring employee calendars and schedules.
• Perform general administrative duties including filing, photocopying, scanning, faxing, and maintaining the complimentary beverage station.
• Perform other administrative duties as assigned.

An ideal candidate should be able to demonstrate some or all of the following qualifications:

• Previous experience as a Receptionist, Office Administrator, Customer Service Representative, or Administrative Assistant.
• Automotive dealership, collision repair, or ICBC administration experience is considered a strong asset.
• Exceptional customer service and interpersonal skills.
• Professional verbal and written communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to multitask and prioritize in a fast-paced environment.
• Strong computer skills, including Microsoft Office; experience with Quick Books, Synergy, or collision management software is considered an asset.
• Ability to work independently while contributing positively within a team environment.
• Positive attitude with a strong work ethic and willingness to learn.

To illustrate our dedication to our team members, we proudly offer:

• Competitive compensation.
• Optional Group Registered Retirement Savings Plan (RRSP) and Deferred Profit Sharing Plan (DPSP).
• Comprehensive Extended Health, Dental, and Vision Benefits, including up to $1,000 annually per practitioner.
• Company-sponsored education, training, and professional development opportunities.
• Opportunities to travel internationally for manufacturer training.
• Career growth and advancement…