Office Manager/Administrative Assistant
at PBS SYSTEMS

Job Description

Company Name:	Advanced APS, a Division of PBS Systems
Job Location:	White Rock, BC
Job Type:	Full-time, Permanent
No. of Openings:	01
Job Requirement(s):	n/a
Internal Job Title:	Office Manager/Administrative Assistant
Reports To:	National Operations Manager

PBS is the fastest growing “All Inclusive Business Platform” vendor in North America and we've only just begun! 
 

PBS has been transforming how people buy and service cars for almost 40 years, becoming the third largest Dealership Management System (DMS) provider in North America. Each month, hundreds of new users join our platform, which helps dealerships manage sales, service, inventory, and accounting. What sets us apart is how we treat our customers - as partners, innovators and friends.

Advanced APS, a division of PBS, offers APS Manufacturer Maintenance Guides, an Online Scheduler, and Service Contract solutions. We are continually striving to deliver the most current technology to enhance the value we bring to your business. By strengthening Fixed Operations, Advanced APS helps guide your dealership toward increased revenue.

At PBS and APS, we invest in your growth. Your career can progress in alignment with your strengths, interests, and aspirations. Apply today!

The Role:

The Office Manager/Administrative Assistant is responsible for overseeing the day-to-day administrative and operational functions of the office. This role ensures efficient office operations, maintains accurate accounting and billing processes, supports customer relations, and assists with APS software data management activities. The position plays a vital role in coordinating communication, auditing intercompany transactions, managing customer inquiries, conducting data research, and compiling operational data.

This is an in-office position, located at 15252 Thrift Ave, White Rock, BC V4B 2L2.

Job Responsibilities:

Office Administration & Operations

• Oversee and coordinate daily office operations to ensure an efficient, organized, and professional work environment.
• Serve as the primary administrative liaison between APS and PBS, facilitating communication and collaboration between departments.
• Develop, maintain, and improve administrative procedures and workflows.
• Maintain company records, documentation, and filing systems.
• Support management with administrative reporting and special projects.
• Ensure office activities are completed accurately and in accordance with company policies and procedures.
• Assist with operational initiatives and process improvements that support organizational objectives.

Accounting & Financial Administration

• Audit and reconcile accounting transactions between APS and PBS to ensure accuracy and consistency.
• Investigate and resolve discrepancies related to intercompany billing and accounting records.
• Review financial documentation and assist in maintaining accurate accounting information.
• Create, process, and track credit notes as required.
• Assist with accounts receivable and accounts payable activities.
• Support month-end accounting processes, account reconciliations, and financial reporting requirements.
• Identify and resolve billing errors while maintaining accurate customer account records.

Customer Service & Client Relations

• Act as a primary point of contact for APS customers contacting the office.
• Respond to customer inquiries regarding billing, account information, and service-related concerns.
• Investigate and resolve customer disputes and billing discrepancies in a professional and timely manner.
• Provide customers with accurate information and ensure a high level of customer satisfaction.
• Coordinate with internal departments to facilitate prompt issue resolution and follow-up.

Data Management & APS Software Support

• Assist in the management, maintenance, and integrity of data related to APS software operations.
• Compile, organize, and validate data from multiple sources to ensure accuracy and consistency.
• Support in building, maintaining, and updating schedules within APS software systems.
• Review data and identify discrepancies requiring correction or further investigation.

Qualifications:

• Experience in office administration, business operations, or a related field.
• Experience with data management, reporting, and software administration.
• Proficiency in Microsoft Office Suite with above average Excel skills
• Strong analytical and problem-solving skills.
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Proven ability to work independently while managing multiple priorities.
• High level of accuracy and attention to detail.
• Exceptional customer service and relationship management skills.

What we offer:

• Professional Development – Continuous training, industry certifications, and clear pathways for career advancement.
• Travel Opportunities - Travel to locations across Canada, the U.S., and the Caribbean
• Comprehensive health benefits - Medical and dental coverage to support your well-being.
• Paid Time Off – Generous PTO to help you recharge and maintain work-life balance.
• Inclusive culture - A collaborative, supportive team environment where your ideas and voice truly matter.
• Employee recognition - Regular appreciation programs and performance-based incentives
• Competitive compensation package
  • Competitive annual base salary
  • Additional performance incentives
  • Attractive referral bonuses
• Staff discounts – Exclusive savings with partners such as GM, Dell, and more

Should you be selected for an interview, you will be contacted via email. Please monitor your junk/spam folder.

PBS is an equal opportunity employer. Accommodations will be provided during the hiring process as required.

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