We are currently seeking a full-time Customer Service and Office Administrator for coverage at various Victoria Island shop locations. This is a floating position, applicants must have their own vehicle and be willing to travel to various shops around the Victoria Island.

We offer competitive wages ranging from $50,000 to $66,000 annually, 3 weeks of paid vacation, and extended health and dental.

The Customer

Service and Office Administrator will provide exceptional customer service and support the Shop with operations initiatives and administrative duties.

Craftsman

Collision is the largest independently owned and operated auto body repair chain in Canada – but we’re also a family that cares about the people we work with.

Customer Service

Interacts with customers in a caring, friendly and professional manner and assists in clearly identifying the customers’ needs to relay to the rest of the team. Takes ownership of a customers’ concerns and issues until they are satisfied or until they are able to pass them on to the appropriate person

- Answers phones, handles telephone enquiries, books appointments, makes appointment reminder calls and notifies customers of repair completion as directed
- Greets customers as they walk in the door and helps ensure their wait time is agreeable
- Signs customers in and out and collects all necessary payments
- Helps customers to understand our processes and procedures by explaining in a explicit, simple and respectful manner
- Deals with all customer interactions promptly including monitoring of Production Dashboard in the Craftsman Management System (CMS) for alerts/correspondence as well as voicemail and email
- Participates in daily Production Meetings to keep updated on repair progress and customer concerns
- Assists with making transportation arrangements for customers as required
- Actively participates in creating the “Craftsman Sparkle” by maintaining a clean, tidy and professional office.

Office Administration

Orders all office supplies and printer toner cartridges





- Organizes social event sign-ups for shop and communicates any other directives to staff from Head Office (ie: training dates, presentations)
- Initiates new hourly employees in UKG and walks them through all necessary forms. Assists employees with UKG access and ongoing self-management including relaying and interpreting company policies. Liaises with ITA to report apprentice training hours. Records hourly employee vacations in CMS Vacation Planner
- Coordinates filing, storage and disposal of all office paperwork/records
- Purchases office groceries, postage stamps, etc.
- Assists Shop Manager with event organization (ie: prize donation collection, staff lunches, vendor gifts, holiday decorating)
- Contacts and arranges service personnel as requested by Shop Manager (ie: plumber, locksmith)
- Liaises with Head Office to provide any requested information in a timely manner, including IT, Real Estate, Operations, HR, and Marketing departments
- Supports in-shop training of new staff
- Notifies Shop Manager of anything requiring attention (ie: replacement vehicle repairs/cleanliness, staff concerns). Closes POS machine, prints and posts the Deposit Journal. This includes entering, printing and filing ICBC claim cycle time/payment request information via ICBC website (BC only)
- Posts any A/R cheques into Traverse A/R and reconciles any over/short payments
- Enters invoices for non-trade payables (overhead) into Traverse A/P
- Posts PO Journals and Non-Trade Transaction Journals as required
- Monthly Bookkeeping Duties Prepares all payable cheque runs (mid & month end). This includes the reconciliation of petty cash,



management expenses and balancing all invoices to be paid to vendor statements and Traverse A/P lists. Prepares monthly log for Head Office for any aging A/P amounts
- Reconciles Flat-Rate and Straight-Time hours with employees (with the help of Shop Manager) and posts the Flat-Rate Journal in CMS on a semi-monthly basis. Ensures export to UKG is accurate and makes any other entries as required (vacation payouts, training hours, etc). Prepares manual cheques and ROE’s for any terminated hourly employees or for those on leave
- Updates employee payroll profiles as necessary, uploads employee documents/certificates to UKG and ensures all employee information is correct
- A/R Collections on unpaid balances including sending statements to customers and preparation of monthly log for Head Office
- Reviews monthly ARA and MSP benefits statements for accuracy and assist employees manage any changes to be made
- Reconciles GL accounts 4920 (Other Income/Over-Shorts), 1130 (Employee A/R) and 1999 (Suspense)
- Performs year-end requirements as directed by Head Office.

Shop Support

Helps with directing and arranging vehicle tow-ins and any necessary customer contact

- ATS management that may include monitoring ATS Responsibility Dates, booking rentals including obtaining any necessary insurance approvals, daily scheduling and next-day planning along with managing any availability issues as well as helping to ensure that ATS revenue is maximized (ie: pre-ATS, back-ordered parts)
- Only with appropriate training: submits small supplements using Audatex (Qapter) and Mitchell such as parts price changes, rate changes, ATS addition/deletion, deductible changes, etc
- Strong customer service skills with 3 or more years’ experience Post-secondary education, certificate or diploma in Bookkeeping, Business or a combination of education or experience General bookkeeping knowledge Strong communication skills both verbal and in writing Desire to work in a performance based environment Very strong computer based skillset Extended health, and dental coverage.

📌 Customer Service and Office Administrator-Floating (Victoria)
🏢 Craftsman Collision
📍 Victoria