Looking for an exciting challenge? We are eager to hire an experienced Shop Administrator in this hybrid opportunity working for two of our brands under tappCONNECT; Cliffs Towing and J&P Auto!

The Shop Administrator is responsible for managing the efficient flow of parts inventory and ensuring accurate documentation. This role involves coordinating with suppliers, collaborating with internal teams, and maintaining a well organized and up-to-date parts desk. Being a Hybrid role there is a requirement to support J&P in various coverage for the team members. This would include the Service Writer Role and Parts Desk when required.

J&P Auto Duties

• Coordinate with service department on the jobs the Service Writer assigned to them.
• Assist with various other J&P tasks as assigned by the Shop Manager or required by the team.
• Close all Cliff’s Tow Bills to J&P chargebacks.
• Responsible for opening and closing Body Shop work orders and work with service department.
• Responsible for receiving parts order paperwork, entering parts into system, and attaching parts to the work order.
• Complete credit and invoice posting.
• Support in closing open po’s or work orders as requested; closing po’s affects accuracy of inventory and expense reporting. Closing work orders affects Revenue Reporting.
• Support in documentation for process and procedures, creating JHA’s and maintaining FLHA’s.
• Responsible for supporting the filing for vehicle service to ensure we are COR compliant.
• Vacation support for various roles within the shop.
• And other duties as assigned.

Cliffs Towing Duties

• Monitor and maintain accurate inventory levels.
• Responsible for receiving parts order paperwork, entering parts into system, and attaching parts to the work order.
• Closing work orders affects accuracy of inventory snapshot at month end close.
• Update records promptly to reflect changes inventory.
• Utilize inventory management systems to track stock in inventory or supplies, category, GL account, Location.
• Maintain a comprehensive database of parts, including part numbers, descriptions, and suppliers.
• Assist in regular physical counts of inventory to verify accuracy.
• Identify and investigate any discrepancies and implement corrective measures.
• Set min/max within the system for higher use items.
• Receive and process customer orders efficiently.
• Verify part numbers and specifications for accuracy.
• Coordinate with suppliers to ensure on-time deliveries.
• Cycle count in various areas with high turnover.
• Inspect incoming parts for quality and accuracy.
• Monitor and address where inventory is oversold or has a negative quantity.
• Implement measures to prevent such occurrences and collaborate with relevant teams to rectify discrepancies.
• Address any quality issues with suppliers and ensure compliance.
• Daily close process for all open POs to review and record with accuracy.
• Month end hard close for all PO’s. If the inventory/supplies have been received physically in the shop must be received in Mitchell for an accurate inventory snapshot at month end close
• Handle and resolve issues related to incorrect shipments, damaged goods, or other parts-related concerns.
• Maintain accurate and organized documentation of all parts-related transactions.
• Responsible for supporting the filing for vehicle service to ensure we are COR/Carrier profile complaints.
• Generate reports as needed for management and auditing purposes.
• And other duties as assigned.

Required Skills & Competencies

• Build and maintain positive relationships with suppliers/sublet service providers.
• Attention to detail with the ability to analyze and understand complex related documents and activities.
• Implement corrective actions to prevent recurring problems.
• Excellent organizational skills and the ability to manage multiple tasks and meet tight deadlines.
• A team player who is focused on providing exceptional service and a customer focused attitude with the ability to take direction, work independently and work well with others.
• Must be able to prioritize and multitask, including being able to remain flexible in continually changing and fast paced situations.
• Ability to work with time constraints in a complex environment.

Qualifications

• 2-4 years of previous experience in a shop environment
• Knowledge of Mitchell, ProDemand, and Bolt-On Technologies
• High School Graduate

About Us

Under tappCONNECT Inc. we have five established divisions Greater Edmonton Taxi Service, Cliffs, Prestige Limousine, J&P Auto, and Prestige Transportation., We provide a supportive and progressive work environment for our employees that will not only challenge, but encourage new ideas and common-sense solutions. We focus on collaborative efforts and always take the time to see the funny side of life! We offer a competitive compensation package and are strong believers in work/life balance.