Office Administrator - English /French Speaking

CSN RSK Downtown is seeking a skilled Bodyshop Administrator to become a part of our Hamilton Team.
The ideal candidate will ensure that our team at CSN RSK Downtown addresses all repairs, inquiries, or concerns in a courteous and professional manner. The primary objective of the administrator is to identify the customer's needs and find the most effective ways to meet them, offering viable options and efficient solutions. This role involves keeping both the customer and the insurance company informed about the status of each repair, as well as facilitating the smooth flow of all repairs into and out of the shop.

DUTIES AND RESPONSIBILITIES:

Deliver dependable support and assistance to the management team.
Professionally engage with customers in person, over the phone, and through electronic communication.
Keep customers informed throughout the repair process.
Collaborate with team members to obtain status updates to relay to the customers.
Address all queries and clarify insurance-related procedures and requirements to customers.
Ensure that the primary communication method is identified and utilized (phone, email, text).
Oversee estimating systems for requests and assignments, make notes upon receipt of assignments, and follow up with customers within 24 hours to arrange appraisal appointments, verify vehicle drivability, towing, etc.
Input assignments into the estimating system, including third-party appraisals and record all administrative information (dates).
Schedule and arrange insurance or private repair appointments.
Inform customers about rental eligibility and book rentals as necessary.
Confirm deductibles and communicate this information to customers.
Prepare all necessary documentation for claims, including drop-off and pickup packages.
Check in all courtesy vehicles after customers return them, noting mileage, fuel level, and any damages.
Process payments from customers, insurance companies, and third-party payers.
Create files and invoices for repairs, towing expenses, and rental charges.
Update insurance companies on repair dates, repairs completed, and deductibles.
Guide outside vendors to the appropriate area for parts delivery.
Post invoices, scan them into the management system, and manage costs.
Perform additional tasks as assigned by management, such as office organization and cleaning.

Requirements

EXPERIENCE AND SKILLS:

• 3 to 5 years of experience, preferably in automotive parts
• 3 to 5 years of experience in managing insurance claims or direct billing
• Excellent planning and organizational abilities, capable of meeting multiple deadlines concurrently.
• A tactful, clear, and empathetic communicator with outstanding verbal and written skills in English & (French, remove if not needed), able to effectively engage and collaborate with colleagues.
• Thrives in a fast-paced setting, self-driven, and able to work independently with minimal supervision.
• Customer Service Focused