Business Office Manager - KhS

The Business Office Manager- KhS is responsible for overseeing front office operations and staff at KhS Global’s Calgary, Alberta Headquarters; along with providing daily claims administration support in conjunction with all subsequent accounting processing needs. This role is critical in its support of the efficient financial management of the business, compliance with industry regulations, smooth office operations and in turn a smooth customer experience. The position requires a candidate to utilize their organizational skills in conjunction with strong people management skills, attention to detail, and the ability to manage the day to day in a fast-paced/dynamic environment. A candidate with a financial, operations, or bookkeeping background would be ideal as would any experience in the insurance, claims administration or automotive repair sector.
Key Responsibilities:
Office & Administrative Operations
Supervise daily office functions and manage front office staff - ensuring efficiency and organization.
Maintain records, contracts, and documentation related to KhS’s retail hail business as well as any other of the company’s commercial business operations.
Coordinate office supply purchases, equipment maintenance, and attend to critical facility vendor relationships.
Claims & Business Support
Reporting to the Director of Operations in Calgary, the US KhS headquarters team and all Canada field claims and estimating team members to manage all aspects of KhS’s hail damage appraisals and related repairs.
Custodianship of the company’s claims finalization recordkeeping for all core and ancillary processes related to any partner insurance claim including the timely processing of invoices, payments to vendors, and claim reimbursements. -
Ensure accurate record keeping for repair orders, invoices, and customer interactions crucial to the accounting and invoicing operations.
Ownership of customer vehicle scheduling capacity tools which dictate the call center’s fulfillment metrics and ensure efficient use of available capacity at every juncture.
Maintain a strong relationship with insurance partner counterparts as needed.
Financial Management & Accounting
Support Canada and US parent(s) in facilitation of financial related transactions not limited to accounts receivable/collections support, accounts payable submission/expense tracking and payroll processing.
Provide cost analysis for financial results vs. budgets for all key Canadian profit centers as well as research any material variances.
Reconcile body shop and parts transactions against vendor statements to ensure vendor payments are current/timely.
Assist with revenue tracking and forecasting as well as parent financial audits as needed.
Compliance & Reporting
Ensure compliance with business licensing as well as all industry-specific insurance requirements and support parent companies’ adherence to accounting standards and tax regulations.
Prepare reports for KhS Canada and US senior management, insurance partners, and external stakeholders.
Monitor and enforce internal financial controls and office policies.
Qualifications & Skills:
General diploma needed; Secondary education preferred
5+ years’ experience with some combination in office management, automotive claims/repairs, accounting experience is preferred
Ability to manage multiple tasks in a fast-paced, deadline-driven environment.
Excellent customer service, negotiation, and problem-solving skills.
Ability to work independently and efficiently in high-volume, fast-paced environments.
Experience with NetSuite (Oracle) and dashboard analytical tools like Power BI is a plus
Advanced skills with Microsoft Office Suite applications specifically Excel is mandatory.
Excellent organizational, communication, and problem-solving skills.
Other Duties as Assigned
Physical Job Requirements
Continuous viewing from and inputting data to a computer screen
Sedentary position; minimal physical demand
Role involves sitting most of the workday with frequent walking and standing
Lifting is typically limited to light objects (up to 10 lbs)
Office-based role with standard business hours; may be required to work outside of standard business hours during peak hail seasons.
Fast-paced environment requires high accuracy and attention to detail.
Drug Policy
All applicants being considered for employment must pass a pre-employment drug screening and background check
We provide comprehensive benefit package including medical, dental, vision, disability and life insurance through RBC Extended Health Care and Manual Life RPP. (Registered Pension Plan) and cell phone.