Admin Assistant - Body Shop

Job summary

The Administrative Assistant will manage front office operations, including customer communication, appointment scheduling, and general administrative support for the collision repair team. They are also responsible for processing invoices, reconciling accounts, and maintaining accurate financial and repair documentation.

Job details

Introduction Jim Pattison Collision & Glass has a new opening for a dependable, organized, and customer-focused Body Shop Administrative Assistant to join our team. As the first point of contact for customers, you will play a key role in creating a positive experience throughout the repair process. The successful candidate will provide front office support, manage customer communications, coordinate appointments, and assist with daily administrative tasks in a busy collision repair environment. Schedule: This is a full-time, permanent position of 40 hours per week. Regular hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., including a one-hour unpaid lunch. Reports to: Collision Manager About Us The Jim Pattison Auto Group, a division of the Jim Pattison Group, was established in 1961 when Jimmy Pattison acquired a GM franchise. Today, the organization operates 28 locations across Western Canada, representing 16 automotive brands. Customer satisfaction is our top priority, and it is made possible by the dedication of our employees. Learn more about us here: https://www.jpautogroup.com/dealership/about.htm Responsibilities The Administrative Assistant upholds our standards, keeps reports current, and supports the Collision Manager by performing the following duties: Verify and process all invoices and obtain the required payment approvals Reconcile statements of account against the ledger and ensure payments are made within dealership timelines Assist with the monthly closing of accounts Prepare daily deposits and complete the deposit spreadsheet Follow up on outstanding accounts and manage collections as needed Greet customers and create a warm, professional first impression Answer and manage incoming calls, emails, and customer inquiries Schedule and coordinate customer appointments, vehicle drop-offs, and pick-ups Respond to general customer questions and provide updates as needed Maintain accurate customer records and repair documentation Provide administrative support to estimators, managers, and technicians Prepare and organize paperwork, files, and internal documents Assist with insurance documentation and related customer communications Monitor incoming and outgoing correspondence Keep the front office organized and running efficiently Handle confidential customer and company information with discretion What We Value Previous experience in an administrative, reception, customer service, or automotive role is an asset AR and AP experience is required Dealership experience is an asset Strong proficiency in Microsoft Office (Word, Excel, Outlook) Ability to work both independently and as part of a team Ability to multitask, stay organized, and meet deadlines Excellent organizational skills and attention to detail Strong verbal and written communication skills Excellent interpersonal and customer service skills, with a positive and courteous phone manner Ability to interact professionally with coworkers and guests What We Offer Competitive wages Exclusive discount offers Comprehensive benefits package Recognition and rewards program Opportunities for growth and development, from customer service to administration Great colleagues and a positive work environment How to Apply If this sounds like a great fit, please apply with your resume today! Visit our Careers Page to explore more opportunities: https://www.jpautogroup.com/careers/ This role requires successful candidates to submit a satisfactory Criminal Record Check. We thank all applicants for their interest; however, only those selected for interviews will be contacted. We are an equal opportunity employer and are committed to creating an inclusive and accessible workplace. We welcome applicants from all backgrounds and experiences. If you require any accommodations during the recruitment process, please contact us at careers@jpautogroup.com.

What you’ll do

The Administrative Assistant will manage front office operations, including customer communication, appointment scheduling, and general administrative support for the collision repair team. They are also responsible for processing invoices, reconciling accounts, and maintaining accurate financial and repair documentation.

Requirements

Candidates should have previous experience in an administrative, reception, or customer service role, with specific proficiency in accounts payable and receivable. Strong organizational skills and proficiency in Microsoft Office are required to handle daily tasks and maintain professional standards.

Benefits

• Comprehensive benefits package
• Exclusive discount offers
• Recognition and rewards program
• Opportunities for growth and development

Listed skills

• Administrative Support · Preferred
• Customer service · Preferred
• Accounts receivable · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Communication · Preferred
• Multitasking · Preferred
• Attention to detail · Preferred
• record keeping · Preferred
• scheduling · Preferred
• Conflict Resolution · Preferred
• Time management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Customer service
• Accounts payable
• Accounts receivable
• Microsoft Office
• Data entry
• Communication
• Multitasking
• Organizational skills
• Attention to detail
• Record keeping
• Scheduling
• Conflict resolution
• Professionalism
• Time management
• Statement Reconciliation
• Administrative Support
• Organizational Skills
• Month-End Closing
• Ability To Meet Deadlines
• Administrative Functions
• Microsoft Word
• Microsoft Excel
• Deposit Accounts
• Customer Service
• Customer Communications Management
• Front Office
• Invoicing
• Microsoft Outlook
• Collections
• Greeting Customers
• Customer Inquiries
• Detail Oriented

Job areas

• Administrative
• Customer Service & Support
• Finance & Accounting
• Retail
• Body Shop Assistant Manager
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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