Behind every great automotive body shop is someone who keeps everything moving! We're looking for a self-starter who is a reliable, energetic, experienced Office Administrator to support our client’s team, keep operations organized, and ensure customers receive exceptional service from the moment they call or walk through the door.
Customer Service & Front Office
- Answering phones, greeting walk-in customers and managing the front desk.
- Responding to customer inquiries; booking estimates, repairs, and service appointments.
- Preparing work orders, estimates, invoices, and repair documentation.
- Processing customer payments and maintaining billing records.
- Following up with customers regarding repairs, approvals, vehicle pickup, etc.
- Managing emails and general correspondence.
Business Operations
- Ordering parts and tracking inventory.
- Coordinating with suppliers and maintaining vendor relationships.
- Liaising with insurance companies and handling claim paperwork.
- Handling warranty documentation and manufacturer paperwork.
- Maintaining customer files and business records.
- Assisting with day-to-day operations; identifying opportunities to improve efficiency.
Bookkeeping & Financial Administration
- Accounts payable and accounts receivable.
- Bank deposits and reconciliations, and credit card reconciliations.
- Payroll support and miscellaneous reporting and preparations for the Accountant.
General Administration
- Organizing office space making it your own for a conducive working environment.
- Working within various computer programs including MS Word and Excel, Insurance claim programs, and Body Shop Connect.
- Maintaining employee files and records.
- Tracking vacation requests, time-off, and attendance.
- Other duties as assigned.
Skills, Abilities, and Experience
- Minimum of 3 years’ experience in an office administration role that includes business operations-relevant experience within a body shop or related environment a bonus.
- 3+ years’ experience providing exemplary customer service; must have excellent communication skills and a positive, friendly approach to dealing with customers.
- Basic bookkeeping knowledge, including accounts payable and accounts receivable
- Proficient computer skills with working knowledge of Word, Excel, and Google Docs. Experience with Body Shop Connect a plus.
- Highly organized self-starter with the ability to create structure, implement efficient systems, and bring order by taking ownership with proactive organization and continuous improvement.
- Strong attention to detail and accuracy.
- Demonstrates initiative, a willingness to learn, and adaptability.
This role is in the Aylmer area, it’s part-time and will transition to full-time, and there is some flexibility in terms of hours of work. While it’s a small-town shop, it’s a popular one, so we’d like a self-starter ready to jump in. If your background aligns with what we’re seeking, apply today!
We are an equal opportunity employer and value diversity in our workplace. Accommodation is available upon request for candidates participating in all aspects of the recruitment and selection process.
Pay: $23.00-$28.00 per hour
Benefits:
- Casual dress
- Flexible schedule
Application question(s):
- Do you currently reside within a 60km radius of Aylmer ON?
- Do you have a minimum of 3 years experience in an Office Administration role?
- Do you have a minimum of 1 year administrative experience in related automotive setting such as auto body repair, mechanics, or dealership?
- Do you have working knowledge of Body Shop Connect program?
- Do you have 3+ years customer service experience?
Work Location: In person
