Service Administrator (Whitby)

Service Administrator (Whitby)

Join the Novus Automotive Family at Marigold Ford Lincoln!

As the premier Ford Lincoln dealership in the Whitby region, Marigold Ford Lincoln (MFL) has earned a reputation for surpassing client expectations every single day. We believe in providing personalized service to our customers and making their journey as MFL buyers or owners as enjoyable as possible.

We are now looking for passionate individuals to join our team and contribute to our continued success. At MFL, you will have the opportunity to work in a agile and supportive environment where your skills and dedication will be valued.

If you're enthusiastic about delivering exceptional service and being part of a team that values excellence, Marigold Ford Lincoln is the place for you.

Meet Novus Automotive: In 2024, we launched a forward-thinking dealership brand that encompasses six dealerships across the Durham Region, including MFL. We are Novus Automotive, dedicated to reshaping the relationship between dealerships and drivers by crafting seamless experiences that bring peace of mind to the road.

Position Overview:

The Service Administrator plays a critical role in supporting the Service Department by ensuring accurate invoicing, proper documentation, timely follow-ups, and smooth coordination between internal departments, manufacturers, warranty providers, and external companies. This position requires strong organizational skills, attention to detail, and the ability to manage multiple administrative and accounting-related tasks in a fast-paced dealership environment.

What You'll Do:

1. Invoicing & Accounts Coordination

- Ensure all companies and business partners receive accurate and timely invoices
- Obtain and verify Purchase Orders (POs) from companies prior to invoicing
- Attach corresponding Repair Orders (ROs) to invoices before submission
- Follow up with companies regarding outstanding accounts and unpaid invoices




- Maintain accurate records of billing and collections activity

2. Warranty & Documentation Processing

- Ensure all paperwork submitted to warranty companies and external businesses is complete, accurate, and compliant with manufacturer and company requirements
- Review repair orders and supporting documentation for errors or missing information prior to submission
- Communicate with service advisors and technicians to resolve documentation discrepancies

3. Parts & Special Orders

- Follow up on special order parts to ensure timely receipt and proper billing
- Coordinate with the Parts Department regarding order status and required documentation
- Confirm parts are correctly assigned to repair orders and invoices

4. FordPass Points Administration

- Track and follow up on FordPass Points submissions and redemptions
- Ensure points are applied correctly and related documentation is completed accurately
- Resolve discrepancies or issues related to FordPass Points usage

5. Accounting & Administrative Support

- Perform additional accounting and administrative duties as required
- Assist with filing, record keeping, and internal audits
- Support the Service and Accounting departments with reporting and reconciliation tasks

What You Bring:

- 2+ years of experience in an administrative or accounting support role (dealership experience preferred).
- Strong understanding of invoicing, billing, and data entry
- Ability to review documents for accuracy and completeness and follow established policies and procedures




- Strong attention to detail and organizational skills
- Effective communication skills for working with service advisors, technicians, vendors, and external business partners
- Proficiency in Microsoft Office (Excel, Word, Outlook)
- Previous experience PBS dealership management system and FordPass-related processes is considered an asset.

What We Offer:

- Paid time off to support you right from the start! Including, 5 paid personal days, 3 weeks of vacation time (with 4 weeks after 5 years, and 5 weeks after 10 years), 2 paid volunteer days, 3 paid bereavement days and 5 paid new parent leave days.
- Compensation: $20-22/hour
- Enrollment in our comprehensive benefit plan from day one
- Tools for success, including ongoing training and management support
- Discounts on vehicles and services across Novus Automotive
- Excellent team environment!

We thank you for your interest in employment with Marigold Ford Lincoln, however, only applicants selected for an interview will be contacted.

Please note, this posting is to fill an existing vacancy within our organization.

Novus Automotive is committed to providing accessible employment practices that are following the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation during any stage of the recruitment process, please contact [email protected].

Job Type: Full time

Pay: $20.00-$22.00 per hour

Benefits:

- Company events
- Dental care
- Employee assistance program
- Extended health care
- Paid time off
- Vision care

Ability to commute/relocate:

- Whitby, ON L1N 2K2: reliably commute or plan to relocate before starting work (required)

Experience:

- Dealership: 1 year (preferred)
- PBS Dealer Management System: 1 year (preferred)
- Administrative/Accounting: 2 years (required)

Work Location: In person

📌 Service Administrator (Whitby)
🏢 Marigold Ford Lincoln Sales
📍 Whitby