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In-Scope / Permanent / Full time

Work Location: 100% in the office - Regina

GENERAL ACCOUNTABILITY

The Technical Research Services Administrator (TRSA) is responsible for a variety of administrative functions within the Technical Research Services department. The TRSA’s primary responsibilities are focused on automotive and collision repair processes. This position is also responsible for administration and data entry into the Bodyshop and Fleet Management Systems, opening and closing work orders for service work and fleet rebuilders including processing accounts payables and receivables, administering corporate fuel cards, and providing support to other SGI departments and customers.

KEY ACCOUNTABILITIES

Note: This section is not intended to be an exhaustive list of duties and responsibilities – other duties and responsibilities may be assigned.

Bodyshop Operations

• Operational oversight for the body shop management program (opens/closes workorders, reconciles payments, inputs data and information).

• Operational oversight for fleet management system (enters/updates fleet vehicle inventory information).

• Processes new plate assignments, vehicle plate transfers, and plate cancellations for all corporate fleet vehicles on the appropriate Auto Fund system (e.g., SilverStream).

• Audits and processes complex files and invoices for all fleet-related maintenance and repairs (e.g., semi-annual tire swap, mechanical and oil service/maintenance, billing accounts for rebuilding of fleet vehicles).

• Reviews accounts payables and audits documents for accuracy, reviews and corrects errors, verifies money amounts, groups documents to be forwarded for future processing, and maintains associated records (e.g., Kal Tire accounts in all SGI jurisdictions across Canada, considering applicable GST/PST).

• Receives and invoices all Metro-Tech (Fluid Contamination Claims) for SGI Canada.

• Checks, reviews, and/or verifies policies, records, forms, applications, inventories, or other documents for completeness, accuracy, retention, and conformity to established criteria (e.g., correct application of PST as certain items are exempt).

• Processes windshield/glass claims, which includes liaising with corporate fleet customers, glass repair shops, and claims. Process insurance claims repairs through e-pay.

• Orders and maintains shop supplies and office supplies, with responsibility for updating the pricing of parts and shop supplies in inventory.

• Coordinates with internal and external customers through all phases of the repair process.

Department Administrative Support

• Triage and prioritizes incoming claim escalations to the Technical Advisor branch. Provides administrative support to advisor as required.

• Participates in various department studies, completes data reviews, combs through information/data and creates master spreadsheets with detailed information to be analyzed by others.

• Proofreads documents and reports submitted for legal use for escalated claims.

• Organizes training seminar/workshop attendance for SGI staff and industry.

• Administers the corporate fleet T-cards (e.g., credit card for fuel and maintenance expenses), which includes tracking corporate fleet and T-card assignment, status, distribution of new/renewed T-cards, and cancellation/suspension of T-cards.

• Processes payments, issues receipt, reconciles cash, reconciles P-cards, and takes weekly bank deposit to bank.

• Maintains standard file records, logs, and spreadsheets for multiple disciplines (garage, Tech Advisors, Shop Relations Representative, fuel usage Log, company safety kits, fuel samples).

• Provides information and answers related questions from internal and external persons based on departmental procedures.

• Provides switchboard services, prepares standard correspondence, and handles incoming and outgoing mail.

HIGH PERFORMANCE TEAM & CULTURE

• Supports a culture of leadership and accountability to effectively meet the key accountabilities within the scope of the role.

• Displays leadership by committing to a culture of continuous learning/development of self and supports others by actively sharing knowledge, providing guidance, mentoring, training, and supporting developmental opportunities.

• Demonstrates that the Health, Safety and Emergency Management Policy is applied in area of responsibility for self and others.

• Actively applies knowledge to support transformation and strategic initiatives of the corporation, while participating and advocating change and applying a growth mindset.

TECHNICAL KNOWLEDGE & SKILLS

• Skill in inputting data and maintaining accurate records in data management systems.

• Skill in using Microsoft Office products (e.g., Word, Excel).

• Knowledge of automated systems utilized by the department (e.g., body shop management system, Bodyshop Connect, SilverStream, Mitchell Suite (Connect, Workcenter, UltraMate, E-Claim), Audatex, Peoplesoft, Fleet Management System).

• Skill in scheduling, administration, and telephone etiquette (e.g., answering phones, handling the call, listening, professionalism and terminology).

• Skill in completing forms accurately and proofreading documents for accuracy.

• Knowledge of arithmetic calculations.

• Knowledge of accounting (e.g., managing chart of accounts, Accounts Receivables)

• Knowledge of collision and automotive trade nomenclature.

• Knowledge of automotive repairs and identifying vehicle parts and assemblies.

EDUCATION & CERTIFICATIONS

• Two-year diploma from an accredited post-secondary education institution in a relevant field of study, such as Business, or defined equivalency.

• Possession of a valid driver’s license.

EXPERIENCE

• 1 – 2 years’ office experience in database management with at least 1 year in the collision repair industry.

Posting Close Date:

As you prepare to submit your application, and cover letter if applicable, please highlight the achievements that demonstrate why you're a great candidate for this role.