Business Office Manager - KhS

Dent Wizard; Calgary; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading company in Paintless Dent Removal seeks a Claims Administration Manager to oversee office operations and claims administration. The role demands strong organizational skills, attention to detail, and experience in claims or accounting. The candidate will manage staff, ensure compliance, and support financial management, contributing to a seamless customer experience.

Qualifications

• Minimum 5 years of experience in office management, automotive claims/repairs, or accounting.
• Ability to multitask in a fast-paced, deadline-driven environment.

Responsibilities

• Supervise daily office functions and manage front office staff.
• Maintain records, contracts, and documentation related to operations.
• Support financial transactions such as accounts receivable and payroll processing.

Skills

Organizational Skills

Customer Service

Problem Solving

Negotiation

Education

Secondary Education or Higher Diploma

Tools

NetSuite

Power BI

Microsoft Excel

Job description

The Claims Administration Manager is responsible for overseeing front office operations and staff at KhS Global’s Calgary AB HQ, along with providing daily claims administration support in conjunction with all subsequent accounting processing needs. This role is critical in supporting the efficient financial management of the business, ensuring compliance with industry regulations, maintaining smooth office operations, and delivering a seamless customer experience. The position requires a candidate with strong organizational and people management skills, attention to detail, and the ability to manage daily operations in a fast-paced, dynamic environment. Candidates with a financial or bookkeeping background, or experience in insurance, claims administration, or automotive repair sectors, are preferred.

Key Responsibilities :

1. Office & Administrative Operations
2. Supervise daily office functions and manage front office staff to ensure efficiency and organization.
3. Maintain records, contracts, and documentation related to KhS’s retail hail business and other commercial operations.
4. Coordinate office supply purchases, equipment maintenance, and vendor relationships.
5. Claims & Business Support
6. Collaborate with the Director of Operations in Calgary, US KhS headquarters, and Canadian field claims and estimating teams to manage hail damage appraisals and repairs.
7. Maintain claims finalization records, process invoices, payments, and reimbursements accurately and timely.
8. Manage customer vehicle scheduling tools to optimize call center fulfillment metrics.
9. Maintain relationships with insurance partners as needed.
10. Support financial transactions such as accounts receivable, collections, accounts payable, expense tracking, and payroll processing.
11. Conduct cost analysis against budgets and research material variances.
12. Reconcile transactions with vendors to ensure timely payments.
13. Assist with revenue tracking, forecasting, and audits.
14. Compliance & Reporting
15. Ensure adherence to licensing, insurance, accounting standards, and tax regulations.
16. Prepare reports for management, insurance partners, and stakeholders.
17. Monitor internal controls and office policies.

Qualifications & Skills :

1. Secondary education or higher diploma preferred.
2. Minimum 5 years of experience in office management, automotive claims/repairs, or accounting.
3. Ability to multitask in a fast-paced, deadline-driven environment.
4. Excellent customer service, negotiation, and problem-solving skills.
5. Independent and efficient work ethic in high-volume settings.
6. Experience with NetSuite (Oracle) and Power BI is advantageous.
7. Advanced proficiency in Microsoft Excel is mandatory.
8. Strong organizational, communication, and problem-solving skills.

Other Duties as Assigned

Physical Job Requirements

• Prolonged computer use for data entry and viewing.
• Sedentary role with minimal physical demands.
• Sitting most of the day, with frequent walking and standing.
• Lifting light objects up to 10 lbs.
• Standard office hours with possible overtime during peak hail seasons.
• High accuracy and attention to detail required in a fast-paced environment.

Drug Policy

Pre-employment drug screening and background checks are required for all applicants.

About the company

World Leader in Paintless Dent Removal (PDR) Technology - Dentwizard.com