Regional Branch Administrator, Saanichton, BC

Velocity Vehicle Group; Central Saanich; On-site; CAD 34,000 - 39,000; Full time

Job summary

Velocity Vehicle Group in Saanichton, BC is seeking an experienced Regional Branch Administrator to support branch operations across multiple departments. This onsite, full-time role reports to the Senior Leadership Team and serves as the central point of contact for customers, vendors, and dealership personnel.

Responsibilities include front desk, mail handling, accounts payable/receivable support, data entry, file management, and coordinating meetings.

Qualifications

• Minimum 5 years of administrative or office support experience.
• Professional phone manner and excellent customer service.
• Strong organizational and multitasking abilities.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Ability to handle confidential information with discretion.

Responsibilities

• Operate front desk, answer calls, greet visitors, and direct inquiries.
• Process mail, faxes, couriers, and office supply orders.
• Support Accounts Payable/Receivable and filing tasks.
• Assist Sales, Parts, and Service teams with administrative duties.
• Coordinate meetings, calendars, and travel for Senior Leadership.
• Maintain reception area and ensure guest amenities.

Skills

Microsoft Office

Phone etiquette

Customer service

Organizational skills

Multitasking

Attention to detail

Discretion

Interpersonal communication

Education

High school diploma or equivalent

Tools

Zoom Phone

Procede

Job description

Regional Branch Administrator

Location: Saanichton, BC
Employment Type: Full-Time, Permanent
Work Arrangement: Onsite
Schedule: Monday to Friday, 8:00 AM to 4:30 PM
Compensation: $25.00 - $28.00 per hour (based on experience)

About the Role

We are seeking an experienced and highly organized Regional Branch Administrator to join our team in Saanichton, BC. This intermediate-level position provides administrative support across branch operations, multiple departments, and the local Senior Leadership Team.

As the central point of contact for customers, vendors, and dealership personnel, you will play a critical role in ensuring the smooth and efficient operation of the branch. The ideal candidate is a proactive professional with exceptional organizational skills, excellent communication abilities, and the confidence to manage a wide range of administrative responsibilities.

This is a fully onsite position based within our dealership.

Key Responsibilities

Front Desk & Reception

• Operate the switchboard and manage incoming calls through the Zoom phone system.
• Welcome customers and visitors in a professional and friendly manner.
• Answer inquiries and direct customers to the appropriate department or team member.
• Sort, distribute, and process incoming and outgoing mail.
• Collect and distribute incoming faxes.
• Coordinate courier services for deliveries and shipments.
• Order and maintain office supplies.
• Update and post holiday operating hours signage.
• Serve as the primary contact for building maintenance vendors, including janitorial, security, landscaping, and coffee service providers.
• Escalate urgent facility-related concerns to management as required.

Administrative Support

Provide administrative assistance to various departments, including:

Parts & Service

• Filing, scanning, and document management.
• Data entry and customer correspondence.
• Distribution of customer documents as requested.

Accounts Payable

• Filing and scanning financial records.
• Processing debit and credit memos within Procede.

Sales Department

• Provide support to the Sales Coordinator during vacations or absences.
• Assist with filing, administrative tasks, and presentation preparation.

Accounts Receivable

• Process customer payments for walk-in transactions and phone payments.
• Ensure payment documentation is completed accurately and in accordance with company procedures.

General Administration

• Support branch projects and perform additional duties as assigned.

Senior Leadership Team Support

• Coordinate meetings, calendars, boardroom bookings, and catering arrangements.
• Manage expense reports, receipt reconciliation, and submissions in accordance with company guidelines.
• Assist with research, project coordination, filing, scanning, reporting, and other administrative activities.
• Work collaboratively with multiple departments to support branch initiatives and leadership objectives.

Elite Support & Branch Excellence

• Support dealership 5S and continuous improvement initiatives.
• Complete daily Elite Support activities and required training.
• Maintain a clean, organized, and professional reception area and customer lounge.
• Ensure coffee and customer amenities are stocked and available.
• Promote a welcoming and professional customer experience.

Qualifications

Required

• High school diploma or equivalent.
• Minimum 5 years of experience in an administrative, receptionist, executive assistant, or office support role.
• Professional phone manner and excellent customer service skills.
• Strong interpersonal and communication abilities.
• Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook.
• Exceptional organizational skills and attention to detail.
• Ability to multitask and prioritize in a fast-paced environment.
• Ability to handle confidential information with professionalism and discretion.
• Reliable, dependable, and self-motivated.
• Familiarity with standard office equipment, including copiers, scanners, fax machines, and postage systems.

Preferred

• Experience with Zoom Phone or similar communication platforms.
• Experience using Procede software.
• Previous experience in a dealership, transportation, automotive, or industrial environment.
• Experience supporting senior leaders and executive-level stakeholders.

Working Conditions

• Primarily sedentary office work.
• Indoor dealership environment.
• Minimal noise level.
• Occasional lifting or movement of light office materials.

Why Join Us?

• Collaborative and supportive team environment
• Opportunity to work directly with leadership and multiple business functions
• Professional growth and development opportunities
• Stable, long-term career opportunity within a reputable organization