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. Please note the following roles and responsibilities for this position which include but are not limited to: 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 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 Take tow‑in vehicle requests Create insurance claim files, private insurance files, dealership and private job repairs Prepare all paperwork and key tags for each job order Assign jobs to each estimator Check customer’s loss of use coverage and liability to determine billing insurance or claiming ATS Send rental reservation requests to insurance and monitor rental bills Monitor the white board, ensuring 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 amount when closing files Enter and manage cycle time, ensuring insurance payment 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 payment to correct RO in QB Organize past month files Maintain office supplies and place orders when necessary Perform other clerical receptionist duties such as filing, photocopying, faxing, and refilling supplies at the complimentary drink area 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 Qualifications Automotive dealership service experience an asset A team player focused on providing exemplary customer service Excellent communication skills Ability to multi‑task in a fast‑paced work environment Strong organizational skills and detail orientation Working knowledge of computers Benefits Competitive wages Company‑sponsored benefits plan (extended health care, dental, vision, and life insurance) Company‑sponsored opportunities to travel abroad for training Company‑sponsored education and opportunities for growth State‑of‑the‑art facility with ergonomic workstations Employee reward programs, annual safety shoes reimbursement, and employee referral bonus Company‑sponsored recreational events Free No.1 Collision Group apparel Company lunches at least once a month Free coffee and other beverages Dental insurance Health insurance Life insurance Paid time off Referral program Vision insurance Job type: Full‑time #J-18808-Ljbffr