Job Overview The Service Advisor / Front Office Administrator is responsible for managing the front office operations of the automotive repair facility, assisting customers, coordinating with technicians and parts suppliers, processing payments, maintaining accurate records, and ensuring work orders and invoices are completed and closed properly.

Duties

- Create and finalize customer invoices based on completed work and technician recommendations.
- Order parts based on parts requests and information provided by technicians.
- Parts currently on order
- Parts expected to arrive that day
- Parts that have arrived and are ready for upcoming repairs
- Delayed or back-ordered parts
- Contact customers regarding appointments, bookings, vehicle status, and other service-related matters.
- Answer incoming phone calls professionally and direct customers to the appropriate person when required.
- Respond to customer and business emails in a timely and professional manner.
- Cash out customers upon completion of their repairs and explain final invoices when required.
- Process customer payments using the debit/credit machine and ensure payments are properly recorded.
- Close completed work orders and ensure all applicable labour, parts, and services are properly documented and billed.
- Send outstanding/overdue balances and invoices to dealerships and other applicable business customers for payment.
- At the beginning of each month, collect and organize all invoices and receipts from the previous month.
- Separate invoices and receipts by vendor or expense category.
- Calculate and verify the total amounts for each vendor or category.
- File and maintain organized financial records for the required retention period of four months before submitting them to the accountant.
- Maintain accurate and organized records of invoices, receipts, payments,



and outstanding balances.
- Keep the front office and customer service area clean, organized, and presentable, including sweeping and maintaining a clean working environment.
- Assist with general administrative duties as required to ensure smooth daily shop operations.
- Communicate effectively with technicians, customers, suppliers, dealerships, and management.
- Maintain a professional, organized, and customer-focused front office environment.

Requirements

- Previous experience in an automotive repair shop, service advisor, office administration, or a similar role is an asset.
- Robust customer service and communication skills.
- Excellent organizational and time-management skills.
- Ability to multitask and prioritize work in a busy shop environment.
- Basic understanding of automotive parts, repairs, and terminology is an asset.
- Comfortable using computers, email, invoicing software, and payment/debit machines.
- Strong attention to detail when creating invoices, processing payments, and organizing financial records.
- Ability to communicate professionally with customers, technicians, parts suppliers, dealerships, and accountants.
- Ability to track parts orders, deliveries, and outstanding items accurately.
- Reliable, punctual, and professional.
- Ability to work independently and as part of a team.
- Must maintain confidentiality when handling customer and business information.
- Valid driver’s licence is an asset.
- Previous experience with Tekmetric or automotive shop management software is an asset.

Join our team to deliver exceptional service while developing your administrative expertise in a vibrant work environment. We value proactive individuals who thrive on organization, communication, and providing outstanding support to our community! Pay: $17.60-$25.00 per hour

Benefits

- On-site parking

Work Location: In person

📌 Service Advisor / Front Office Administrator (Scarborough)
🏢 Advanced Auto Repair
📍 Scarborough