Receptionist & Office Administrator

at  No 1 Collision

No.1 Collision Group and Mercedes–Benz Collision Richmond will always provide the best for our people as we value them and recognize them as more than just a number. To demonstrate our commitment towards our people, we provide an unsurpassed lavish working environment, filled with amenities, and unrivaled benefits to care for our people and their families.
We would like to extend an invitation to you, a Receptionist & Office Administrator, to join us in working with the most luxurious automobiles.

Please note the following Roles and Responsibilities for this position which includes but is not limited to:

• Greet customers
• Answer and direct phone calls
• Check deductible for files before completed
• Collect payments from customers
• Coordinate with the detail department & 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
• Taking tow-in vehicle request
• Create ICBC files, other private insurance files, dealership, and private job repairs
• Prepare all paperwork and key tags for each job orders
• Assign jobs to each estimator
• Checking customer’s loss of use coverage and liability in order to determine billing ICBC or claiming ATS
• Send rental reservation request to ICBC and claim rental vehicle reimbursement (clawback(s))
• Monitoring Hertz rental bills
• Monitoring the White Board, making sure picked-up vehicles are removed from it
• Making rental reservations for customers with Hertz or any other rental companies
• Monitor rental vehicle in and out dates
• Coordinate valet service for customers without rentals
• Checking Color Sand and Buff, parts invoices, and total amount when closing files
• Enter and manage cycle time, ensure ICBC payment submitted with correct cycle time and total repair amount
• Maintain cleanliness of lobby and washroom
• Receiving and sorting daily mail, deliveries, and couriers
• Invoice completed files and export invoices to QuickBooks
• Apply payment to correct RO in QB
• Organizing past month files
• Maintain office supplies and place orders when necessary
• Perform other clerical receptionist duties such as filing, photocopying, faxing, refilling supplies at complimentary drink area, etc.
• 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

An ideal candidate should be able to demonstrate some if not all the following qualifications:

• Automotive dealership service experiences an asset
• A team player who is 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

To illustrate our dedication to our family, some of the benefits we provide is as follows:

• Competitive Wages with optional Group Registered Retirement Saving Plans (RRSP) & Deferred Profit-Sharing Plan
• Company Sponsored Benefits Plan (Extended Health Care, Dental, Vision, and $1000 per year for each of Acupuncturist, Chiropractor, Massage Practitioner, Physiotherapist, and more.)
• Company Sponsored Opportunities to Travel Abord for Training
• Company Sponsored Education, and Opportunities for Growth
• State of the Art Facility with Ergonomic Workstations
• Employee Reward Programs & Annual Safety Shoes Reimbursement & Employee Referral Bonus
• Company Sponsored Recreational Event(s)
• Free No.1 Collision and/or Mercedes-Benz Collision Apparel(s)
• Company Lunch(es) (at least once a month)
• Free K-Cup Coffee (from Starbucks & Tim Hortons) and Tea with fresh cream

For a quick virtual tour of our facility and for more information about us; please click the following link:
https://www.no1collision.com/en/index.php
If you are interested to pursing your success; please do not hesitate to take this opportunity or wait to apply. For more information about our open position(s), please visit us at:
https://no1collision.bamboohr.com/jobs/
Thank you for taking your time to review our job posting and to apply to this position; however, only the candidates that are chosen to advance to the next step of our recruitment process will be contacted through phone or email.
Please note that internal applicants will be given first consideration

• Greet customers
• Answer and direct phone calls
• Check deductible for files before completed
• Collect payments from customers
• Coordinate with the detail department & 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
• Taking tow-in vehicle request
• Create ICBC files, other private insurance files, dealership, and private job repairs
• Prepare all paperwork and key tags for each job orders
• Assign jobs to each estimator
• Checking customer’s loss of use coverage and liability in order to determine billing ICBC or claiming ATS
• Send rental reservation request to ICBC and claim rental vehicle reimbursement (clawback(s))
• Monitoring Hertz rental bills
• Monitoring the White Board, making sure picked-up vehicles are removed from it
• Making rental reservations for customers with Hertz or any other rental companies
• Monitor rental vehicle in and out dates
• Coordinate valet service for customers without rentals
• Checking Color Sand and Buff, parts invoices, and total amount when closing files
• Enter and manage cycle time, ensure ICBC payment submitted with correct cycle time and total repair amount
• Maintain cleanliness of lobby and washroom
• Receiving and sorting daily mail, deliveries, and couriers
• Invoice completed files and export invoices to QuickBooks
• Apply payment to correct RO in QB
• Organizing past month files
• Maintain office supplies and place orders when necessary
• Perform other clerical receptionist duties such as filing, photocopying, faxing, refilling supplies at complimentary drink area, etc.
• 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 assigne