Front Administrator / Customer Service Representative (CSR) CARSTAR Bathurst
Reports To
Owner
Department
Front Office Greeting Area
Job Summary & Qualities
The candidate is the first impression that customers and visitors have when they walk into or call your CARSTAR store.
This person is responsible for creating a welcoming front office atmosphere that fosters excellent service.
The Front Administrator-CSR is the main contact for customers and potential customers, assisting the Appraiser, Production Manager, and Owners with various services or reports.
The ideal candidate should possess a cheerful personality, be helpful, polite, courteous, well-groomed, and dressed appropriately.
Punctuality, completing daily tasks, good keyboarding skills, a positive attitude, and fostering a team spirit are essential for supporting the company's overall philosophy and teamwork.
Accountability & Responsibility of Position
Customer Greeting Process
Handle initial contact with prospects and customers during business hours.
Greet visitors, determine their needs, utilize the CARSTAR VAS (appraisal sheet blue), and capture customer information.
Pre-qualify customers regarding the process, appraisal, fleet, insurance, and steps involved.
Notify the appraiser of customer needs and introduce them.
Generate Mitchell ABS administrative repair orders for scheduled or dropped-off vehicles, including work orders and Q/A checklists.
Pre-arrange and book rental car reservations for incoming or dropped-off vehicles.
Direct towing companies and notify the production manager of vehicles arriving at the lot.
Coordinate customer shuttle services through the production manager.
Ensure repair authorizations are obtained, keys are collected, and customers remove personal contents.
Assist customers with total loss vehicle contents and support from the production manager.
Daily Duties
Ensure all vendor and supplier credits are received and processed weekly.
Review and confirm invoice entries by the production manager in the management system daily.
Print daily production reports for morning meetings, including scheduled vehicles, work in progress, and deliveries.
Handle all phone traffic courteously, per CARSTAR guidelines.
Screen calls and schedule appointments in the owner's calendar, reviewing daily with the owner.
Meet with the production manager daily to review production notes.
Update repair orders, communicate with customers about delivery times, payments, and vehicle status.
Follow up with customers on work-in-progress vehicles and post-repair follow-ups.
Update system dates, rental car statuses, and manage incoming customer inquiries.
Create customer release packages, including invoices and warranties.
Notify customers of total loss vehicles and handle concerns via reports to the appraiser.
Maintain IOU processes and weekly follow-up reports.
Cashier Front Reception Duties
Invoice repairs, collect payments, and record transactions daily.
Ensure signatures and proper paperwork are completed upon vehicle pickup.
Organize and maintain the reception area, ensuring cleanliness and order.
Complete POS batch reports daily and update accounts receivable weekly.
Manage clock changes, maintenance notifications, and invoice processing for payables.
Experience / Skill Requirements
Customer service experience in retail or service environments.
Proficiency in Microsoft Office (Word, Excel, Outlook) at an intermediate level.
Experience with Mitchell management system is required; collision repair estimating experience is a plus.
Effective time management, ability to work independently, and flexibility to adapt to change.
Strong communication, organizational, and prioritization skills.
Customer-focused, motivated, and able to work under pressure.
Physical ability to sit for long periods, lift up to 10 pounds, and perform repetitive motions.
Ability to use a telephone effectively.
Note: All duties are subject to change.
This position is operated by an independent franchise owner, not CARSTAR Canada SPV LP, and employment decisions are made by the franchise owner.
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On Location Appointment at the supplier location.
Photo Appraisal: You will receive an email invitation to guide you in submitting pictures.
The available time slots are listed below.
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