Admnistrative Assistant

We're Hiring: Administrative Assistant (SAAQ Department)

We are looking for a detail-oriented, versatile, and customer-focused Administrative Assistant to join our SAAQ department. The selected candidate will play a key role in the daily management of mechanical inspection and compliance files, ensuring excellent administrative follow-up and a flawless customer experience.

Main Responsibilities:

Administrative Management of Repair Orders:
    • Open repair orders with the required documents (driver’s license, registration).
    • Enter all necessary information: name, phone number, company, reason for the inspection.
    • Accurately invoice each repair order, ensuring no vehicle leaves without payment (except for customers with charge accounts).
    • Verify inspection stamps and ensure customers sign after payment.

Scanning and Filing:
    • Systematically scan all documents into ZENDOC: proof of payment, inspection report, SAAQclic proof.

Customer Service and Communication:
    • Handle incoming calls, voicemails, and emails, especially from the SAAQ.
    • Schedule appointments with precision and efficiency.
    • Send appointment confirmations and contact details via Texto SDSWeb upon customer request.
    • Maintain consistent follow-ups with customers and keep detailed notes.

File Tracking:
    • Ensure daily closure of repair orders in collaboration with the designated person (e.g., Anna Perri).
    • Actively follow up on open repair orders requested by mechanics or pending parts/services.
    • Manage follow-ups on unpaid invoices: contact customers and suspend inspections if necessary.
    • Track check payments (e.g., Amiral Auto – end of month).
    • Monitor conformity sticker orders.

Report Management and End-of-Day Procedures:
    • Print inspection reports and defect-related documents.
    • At daily closing: verify payments, correct any errors, print daily reports (sales, terminal), count the cash register, and secure funds.

Ideal Profile:
    • Experience in administration or customer service (experience in an automotive or SAAQ-related environment is an asset).
    • Strong organizational skills and attention to detail.
    • Excellent verbal and written communication skills.
    • Ability to multitask in a fast-paced environment.
    • Autonomy, thoroughness, and discretion.
    • Proficiency with basic computer tools (knowledge of ZENDOC and SDSWeb is a plus).