Autobody Bookkeeper and Parts Coordinator - Full-time / Part-time

JOB SUMMARY AND QUALITIES

The Bookkeeper is responsible for administrative, customer service and financial duties of the company in accordance with the policy and sales plan.  This person must exhibit professionalism and highly efficient work habits, continuously strive to improve the efficiency of the office and overall operation of the business.  The Bookkeeper should possess a cheerful character, helpful attitude, a good work attitude and foster a positive team spirit both within the department as well as between the other departments in support with the overall philosophy of the company and fellow employees.  He/She must have knowledge of accounting and clerical tasks, insurance procedures, banking procedures, and Federal and Provincial government reporting.

Accountability and responsibility of position:

Customer Service and Production Duties

• Supervise the initial greeting of prospects in accordance with company procedures
• Supervise the handling of phone traffic and reporting procedures
• Supervise paperwork on all vehicles
• Communicate with customers on the status of repair
• Attend daily release meetings in order to provide key information to managerial staff; participate in monthly company meetings and be willing to attend any and all training programs to enhance performance both personally and professionally
• Responsible for maintaining the front office and customer areas
• Understand and be able to schedule work and process paperwork on all vehicle repairs
• Supervise the business' record keeping in accordance with provincial and federal requirements
• Maintain a complete and accurate system for job costing all jobs; this should be prepared on a daily basis and conducted each morning
• Maintain the filing of all equipment manuals and warranty information in organized manner

Accounting and Bookkeeping Duties

• Maintain the collection of payment for completed jobs
• Responsible for Accounts Payable, enter invoices, issue cheques
• Maintain a complete and accurate system of accounting for all areas of the company, including a complete journal for accounts payable and an accurate journal for accounts receivable
• Responsible for banking transactions including deposits, loan payments, tax payment reconciliations, interest calculations
• Responsible for all billing to insurance carriers
• Responsible for reconciling bank accounts
• Continuously follow-up with parts returns/receiving credits
• Continuously check inventory of vehicles in store, including total loss
• Organize POS daily reports, add or import them into Accounting System
• Responsible for all importing from Management System to Accounting System, if applicable
• Enter all information into Datastay

Receiving / Inventorying of Parts

• Receive all parts and verify that the order is accurate and complete and matches vendor’s invoice (Best practice is to do it while driver is on site to allow any omissions or damage to be noted and shared with management)
• Mark and store all received parts with proper work order number in an appropriate location
• Check for returned parts for that vendor and make sure you get a parts return slip. Ensure all documentation is delivered to front office management
• Upon completion of the repair, return unnecessary parts for credit and document this activity
• Where applicable use one parts cart for one work order.  On smaller jobs you may be able to use plastic totes that can be stored in the trunk of repaired vehicles

Communication with Production and Management Staff

• Upon receipt of correct parts, photo copy invoice - 2 copies – 1 copy to payables file and 1 copy for RO package
• Compare vendor invoice against estimate for accuracy of parts received
• *Advise Store Manager so that vehicle can be scheduled and moves file to parts in call customer slot.  If parts are incorrect, notify Store Manager immediately so that any delays can be communicated to customer and/or insurance company

Human Resource Administration

• Maintain attendance logs, vacation schedules and recording of time card entries

Materials Management

• Organize proper maintenance of all office equipment
• Organize the proper inventory of office supplies and materials
• Maintain organized system of recording the inventory of all shop fixtures, furnishings and equipment

Other duties

• Continuously strive to improve the efficiency of the office and overall operation of the business

EXPERIENCE/SKILL REQUIREMENT 

Experience handling bookkeeping and all phases of Office Administration, including customer service:

• Functional/Technical Knowledge:
  • Microsoft Office Software (Word, Excel, Outlook)
  • Experience with Quickbooks/ Simply Accounting/etc
  • Business Math Skills
• Skills and Abilities Requirements: 
  • Work independently without close supervision
  • Flexible/adaptable to constant change
  • Strong tact and diplomacy; ability to interact with all levels of personnel
  • Highly organized; ability to handle multiple concurrent assignments
  • Ability to prioritize, organize and plan work under own initiative
  • Negotiating skills and handling of confidential information
  • Strong communication skills (reading, writing, speaking, listening)

OCCUPATIONAL QUALIFICATIONS

Physical Requirements:

• Keyboarding/finger dexterity
• General physical skills (carrying, lifting – 10 lbs, standing, sitting, walking)
• Repetitive motion

*All duties/responsibilities/experience are subject to change