Regional Branch Administrator, Saanichton, BC

Velocity Truck Centres; Central Saanich; Hybrid; CAD 52,000 - 58,000; Full time

Job summary

Velocity Truck Centres in Saanichton, BC is seeking a Regional Branch Administrator to provide centralized administrative support across branch operations and Leadership Team. This onsite role requires strong organization, communication, and multitasking skills to manage front desk duties, clerical tasks, and cross‑department coordination.

The successful candidate will handle reception, mail, vendor coordination, and collaborative support for Accounts payable/receivable and the

Qualifications

• High school diploma or equivalent.
• Minimum 5 years in administrative, receptionist, executive assistant, or office support roles.
• Professional phone manner and excellent customer service.
• Strong interpersonal and communication abilities.
• Proficiency with Microsoft Office Suite (Word, Excel, 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 (copiers, scanners, fax, postage).

Responsibilities

• Operate the switchboard and manage incoming calls via Zoom Phone system.
• Welcome customers and visitors professionally.
• Direct inquiries to the appropriate department or team member.
• Sort, distribute, and process incoming/outgoing mail.
• Coordinate courier services for deliveries and shipments.
• Order and maintain office supplies.
• Update holiday operating hours signage.
• Serve as primary contact for building maintenance vendors.
• Escalate urgent facility-related concerns to management.
• Provide administrative support across branches and departments.
• Support Senior Leadership Team with meetings, calendars, and prep.
• Assist with documentation, filing, and project coordination.
• Support Accounts Payable/Receivable processing and documentation.
• Assist Sales, Parts, and Service departments with administrative tasks.
• Maintain reception area and customer lounge in a professional manner.

Skills

Customer service

Communication

Organizational skills

Multitasking

Phone etiquette

Confidential handling

Education

High school diploma

Tools

Zoom Phone

Procede software

Microsoft Word/Excel/Outlook

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