About the Role
The Submission Advisor supports the evening and overnight administrative and operational functions of the business. This role is responsible for coordinating customer service, preparing and submitting documentation, maintaining accurate records, supporting technicians and management, and ensuring administrative processes are completed accurately and efficiently. The Submission Advisor plays a key role in maintaining smooth shop operations, providing exceptional customer service, and ensuring a seamless transition to the day shift.
The ideal candidate is highly organized, detail-oriented, customer-focused, and able to work independently in a fast-paced environment while maintaining accuracy, professionalism, and confidentiality.
Key Responsibilities
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Welcome and assist customers during evening operating hours while providing exceptional customer service.
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Respond to incoming phone calls, emails, and customer inquiries in a professional and timely manner.
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Schedule and confirm service appointments.
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Prepare, review, update, and process repair orders, submissions, invoices, payments, receipts, warranty documentation, and other administrative records accurately and in accordance with company procedures.
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Verify that work orders and supporting documentation are complete and accurate before finalization or submission.
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Maintain accurate customer, vehicle, and operational records within the shop management system and ensure documentation is properly organized and filed.
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Communicate effectively with customers, technicians, vendors, and internal departments regarding repair updates, documentation requirements, and administrative matters.
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Monitor outstanding documentation and administrative tasks, following up as required to ensure timely completion.
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Prepare reports, tracking logs, and other documentation for the morning management team to support a smooth transition between shifts.
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Provide administrative support to technicians and management throughout the shift and contribute to continuous process improvements.
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Follow established closing procedures, including securing the facility at the end of the shift.
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Maintain the confidentiality of customer, employee, and company information.
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Perform other related duties as assigned.
Working Conditions
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Evening and night shift position
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Office-based environment with extended periods of computer work
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Occasional standing, walking, and light lifting of up to 25 lbs
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Ability to move throughout the service facility as required
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Fast-paced environment requiring strong organizational, multitasking, and time management skills
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Ability to work independently with minimal supervision while supporting overnight operations
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Overtime may be required to meet operational needs
Qualifications
Education and Experience Requirements:
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High school diploma or equivalent; post-secondary education in Business Administration or a related field is considered an asset.
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Previous experience in administration, customer service, coordination, or a similar role is preferred.
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Automotive service, repair shop, or dealership experience is considered an asset.
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Knowledge of automotive terminology, repair processes, and warranty administration is preferred.
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Excellent organizational, time management, and attention-to-detail skills.
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Strong written, verbal, and interpersonal communication skills.
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Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and the ability to quickly learn shop management software.
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Experience with ERP, CRM, point-of-sale, invoicing, or document management systems is an asset.
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Strong customer service, problem-solving, and multitasking abilities.
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Ability to prioritize competing responsibilities and meet deadlines with a high degree of accuracy.
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Ability to work independently during evening and night shifts.
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Professional, dependable, and customer-focused with a positive attitude.
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Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
