Position Overview
We are seeking an experienced, highly organized, and customer-focused Automotive Office Manager to oversee the daily administrative and financial operations of our busy transmission repair facility. This is a fast-paced, high-pressure role that requires exceptional multitasking abilities, strong automotive knowledge, excellent communication skills, and a commitment to delivering outstanding customer service. This role requires a commitment to a fast-paced, six-day workweek, with operating hours of Monday through Saturday, 8:00 AM to 6:00 PM.
The ideal candidate thrives in a demanding environment, can effectively manage competing priorities, and serves as the face of the business while supporting both customers and the service team.
Compensation
- Competitive base salary
- Commission program based on qualified jobs and sales generated
- Performance-based incentives
- Opportunities for growth and advancement
Key Responsibilities
Customer Relations & Front Office Management
- Serve as the primary point of contact for customers in person, by phone, and via email.
- Provide exceptional customer service and maintain a professional, positive attitude in a fast-paced environment.
- Schedule appointments and coordinate vehicle drop-offs and pickups.
- Communicate repair recommendations, service updates, and job status to customers.
- Address customer concerns and resolve issues professionally and efficiently.
- Generate new business opportunities and contribute to shop sales performance.
Automotive Operations Support
- Maintain a working knowledge of automotive systems, transmission repairs, diagnostics, and repair processes.
- Assist with estimate preparation, work orders, and service documentation.
- Coordinate workflow between customers, technicians, vendors, and management.
- Monitor repair progress and ensure timely communication with customers.
Financial & Administrative Management
- Manage accounts payable and accounts receivable.
- Process invoices, vendor payments, customer payments, and deposits.
- Maintain accurate bookkeeping records and financial documentation.
- Reconcile daily transactions and assist with month-end reporting.
- Ensure all office records and files are organized and up to date.
Reporting & Performance Tracking
- Produce and analyze daily, weekly, and monthly operational reports.
- Track sales, revenue, job profitability, and key performance indicators.
- Assist management with budgeting, forecasting, and business performance analysis.
- Monitor commission programs and sales metrics.
Vendor & Supplier Relations
- Develop and maintain strong relationships with parts suppliers and service vendors.
- Negotiate pricing and coordinate parts ordering when required.
- Monitor vendor performance, delivery timelines, and account status.
- Ensure vendor invoices and purchase records are accurately maintained.
Technology & Systems Management
- Utilize shop management software, accounting systems, Microsoft Office, Google Workspace, and other business technologies.
- Maintain accurate customer databases and digital records.
- Generate reports, manage electronic communications, and support office technology needs.
- Quickly learn and adapt to new software and business systems.
Qualifications Required (To ensure the best fit for this role, only candidates who meet all required qualifications will be considered)
- Minimum 3 years of office management, service advisor, or administrative experience in an automotive environment.
- Working knowledge of automotive repair processes and terminology.
- Strong bookkeeping and financial management skills.
- Excellent verbal and written communication abilities.
- Proven ability to multitask and prioritize in a high-volume, fast-paced environment.
- Proficiency with computer systems, office software, and shop management programs.
- Strong organizational skills and attention to detail.
- Professional appearance and customer-focused attitude.
Preferred
- Experience in a transmission repair or specialty automotive repair facility.
- Experience with QuickBooks or similar accounting software.
- Sales or service advisor experience.
- Understanding of automotive parts sourcing and vendor management.
Key Attributes for Success
- Thrives under pressure and performs well in a stressful, high-demand environment.
- Strong leadership and problem-solving abilities.
- Highly organized and detail-oriented.
- Self-motivated and results-driven.
- Professional, dependable, and accountable.
- Comfortable interacting with customers, technicians, suppliers, and management.
- Able to build trust and long-term relationships with clients and vendors.
Why Join Our Team?
We are a growing transmission repair facility built on integrity, quality workmanship, and exceptional customer service. This position offers the opportunity to play a critical role in the success of our business while earning commission on jobs generated and contributing directly to company growth.
Benefits:
- Discounted or free food
- On-site parking
Ability to commute/relocate:
- North York, ON: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Do you have experience working with automotive repair estimates, work orders, or service advising?
- Do you have experience generating daily, weekly, and monthly business reports?
- This position requires excellent organizational skills and attention to detail. Please provide an example of how you stay organized while handling multiple responsibilities.
- Are you willing to work Monday through Saturday 8AM-6PM?
Education:
- Secondary School (required)
Language:
Licence/Certification:
- Class G Licence (required)
Location:
- North York, ON (preferred)
Willingness to travel:
Work Location: In person
