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Craftsman Collision

Customer Service and Office Administrator

Victoria, BC, V9B 1H8, Canada

Full-time

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Job details

Job type: Full-time
Posting language: English
Posted: Nov 6, 2026

Original job description

Description

We're currently seeking a full-time Customer Service and Office Administrator at our Colwood location in BC. 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.

Distinctive Autoworks is part of 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. Are you ready to reach your full potential and build a fulfilling career- while having fun along the way? Then consider joining our team of more than 600 ambitious people who share our commitment to excellence

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.
Gathers all required information to pass along to estimator;
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 clear, simple and respectful manner;
Deals with all customer interactions promptly including monitoring of Production Dashboard for alerts/correspondence as well as voicemail and email;

Office Administration

Downloads and prints assignments from insurance companies using Audatex and Mitchell and prepares new files for estimators;
Manages the shop’s email inbox and forwards, distributes or files emails accordingly;
Prepares monthly promotional and printing inventories and organizes replenishing as necessary;
Orders all office supplies and printer toner cartridges;
Input documents and new hourly employees into UKG.
Arranges courier services when necessary;
Supports in-shop training of new staff;

Daily Bookkeeping Duties

Updates CMS for arrived and delivered vehicles as changes occur;
Closes POS machine, prints and posts the Deposit Journal. Prepares a bank deposit slip daily for any cash/cheques;
Finalizes all work orders from previous day and bill insurance companies accordingly;
Invoices parts/sublet/rental invoices relating to work orders via Purchase Orders and reviews any discrepancies;
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;
Banking as required (at least weekly);
Posts PO Journals and Non-Trade Transaction Journals as required;

Monthly Bookkeeping Duties

Prepares all payable cheque runs (mid & month end). 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.
Prepares manual cheques and ROE’s for any terminated hourly employees or for those on leave;
A/R Collections on unpaid balances including sending statements to customers and preparation of monthly log for Head Office;
Follows month-end procedures on the first day of every month and reviews monthly reports with Shop Manager;
Reviews monthly ARA and MSP benefits statements for accuracy;
Reconciles GL accounts 4920 (Other Income/Over-Shorts), 1130 (Employee A/R) and 1999 (Suspense);
Performs year-end requirements as directed by Head Office.
Other related duties as assigned.

Requirements

Related experience in a fast-paced, team-oriented environment preferred
Post-secondary courses in a related field an asset
Strong interpersonal skills with customer service-oriented attitude
Experience with accounts receivable, accounts payable, and payroll preferred
Demonstrated ability to multi-task and prioritize, effectively managing time with minimal supervision
Detail oriented and able to complete tasks with a high degree of accuracy
Strong verbal, written and listening skills
Proficient in Outlook, Word and Excel with the ability and willingness to learn new applications
Demonstrated desire and aptitude for learning and development
Previous experience with payroll or HRIS systems preferred; UKG experience an asset
A valid driver's license preferred
Must be legally entitled to work in Canada with no restrictions

Benefits

Competitive salary from $50,000 to $66,000
Extended Health & Dental
3 weeks vacation
Professional development
Certified training

Your cover letter and resume should clearly outline how your qualifications & experience fit this position.

Thank you for your interest in Distinctive Autoworks!

Apply About employer

More about this job

Responsibilities

The role involves providing exceptional customer service, managing front-desk operations, and handling administrative tasks such as scheduling and file preparation. Additionally, the position requires daily and monthly bookkeeping duties, including accounts payable, accounts receivable, and payroll support.

Requirements

Candidates should have related experience in a fast-paced environment and strong interpersonal skills with a customer-service orientation. Proficiency in Microsoft Office and experience with accounting or payroll software are preferred, along with the ability to work with minimal supervision.

Skills

Customer service
Office administration
Bookkeeping
Accounts receivable
Accounts payable
Payroll
Data entry
Multi-tasking
Time management
Communication skills
Microsoft Outlook
Microsoft Word
Microsoft Excel
UKG
Audatex
Mitchell

Benefits

Extended health
Dental
Paid vacation
Professional development
Certified training

Visa sponsorship

Not detected in the job text

Keywords

Customer Service
Office Administrator
Bookkeeping
Accounts Receivable
Accounts Payable
Payroll
UKG
Audatex
Mitchell
CMS
Traverse
POS
Invoicing
Bank Reconciliation
Administrative Support
Auto Body Repair
Insurance Billing
Data Entry
Inventory Management
Courier Services
HRIS
Record of Employment
General Ledger
Professional Development
Team-oriented

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