Office Administrator

Receptionist/Office AdministratorAre 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 customersAnswer and direct phone callsCheck deductible for files before completedCollect payments from customersCoordinate with the detail department & Production Manager in preparation for pick-upsContact customers for scheduling of estimate and repairs as well as vehicle pick upMonitor and remind customers who did not pick up over 24 hoursUpdate appointment calendars and schedule appointmentsTaking tow-in vehicle requestCreate insurance claim files, other private insurance files, dealership, and private job repairsPrepare all paperwork and key tags for each job ordersAssign jobs to each estimatorChecking customer's loss of use coverage and liability in order to determine billing insurance or claiming ATSSend rental reservation requests to insurance and monitor rental billsMonitoring the White Board, making sure picked-up vehicles are removed from itMaking rental reservations for customers with Hertz or any other rental companiesMonitor rental vehicle in and out datesCoordinate valet service for customers without rentalsChecking Color Sand and Buff, parts invoices, and total amount when closing filesEnter and manage cycle time, ensure insurance payment submitted with correct cycle time and total repair amountMaintain cleanliness of lobby and washroomReceiving and sorting daily mail, deliveries, and couriersInvoice completed files and export invoices to QuickBooksApply payment to correct RO in QBOrganizing past month filesMaintain office supplies and place orders when necessaryPerform other clerical receptionist duties such as filing, photocopying, faxing, refilling supplies at complimentary drink area, etc.Set up Employee ID for new employeesEnter timecard for employees who did not punch in and out.Assist manager to monitor employee calendarAssist in month-end closingEnsure Synergy sales matches with QBMaintain work in progress payablesOther duties as assignedAn ideal candidate should be able to demonstrate some if not all the following qualifications:Automotive dealership service experiences an assetA team player who is focused on providing exemplary customer serviceExcellent communicationAbility to multi-task in a fast-paced work environmentStrong organizational skills and detail orientedWorking knowledge of computersNo.1 Collision Group will always provide the best for our people, as we value them and the commitment they make to the growth of this organization. To demonstrate our appreciation towards our people, we provide a high-quality working environment, filled with amenities and unrivaled benefits to care for our people and their families.To illustrate our dedication to our team, some of the benefits we provide are:Competitive WagesCompany Sponsored Benefits Plan (Extended Health Care, Dental, Vision, and Life Insurance)Company Sponsored Opportunities to Travel Abroad for TrainingCompany Sponsored Education, and Opportunities for GrowthState-of-the-Art Facility with Ergonomic WorkstationsEmployee Reward Programs & Annual Safety Shoes Reimbursement & Employee Referral BonusCompany Sponsored Recreational Event(s)Free No.1 Collision Group ApparelCompany Lunch(s) (at least once a month)Free Coffee and Other BeveragesThank you for taking your time to review our job posting and to apply for this position. Candidates chosen to advance to the next step of our recruitment process will be contacted via phone or email.Please note that internal applicants may be given first consideration.Job Type: Full-timeBenefits:Dental insuranceHealth insuranceLife insurancePaid time offReferral programVision insurance