Job description
The Receptionist is responsible for the dealerships telephone communications and reception. S/he accepts and directs incoming calls, takes detailed messages, and provides callers with information in a courteous and professional manner. S/he is the dealership’s front-line contact with the public and must represent the dealership in a professional, and friendly manner at all times.
Core Accountabilities
• Operate a multi-line telephone system to transfer all incoming calls to the appropriate individual/department in a courteous and professional manner.
• Take detailed messages.
• Distributes mail/faxes and coordinates all courier pickups.
• Respond to emails in a timely manner.
• Coordinate and process customer payments, customer accounts, petty cash and cheque requisitions.
• Acquire knowledge about the dealership, in order to be able to respond to inquiries for general information.
• Answer customer inquiries or direct customer to appropriate personnel
• Maintain the cleanliness of the reception area and customer waiting area.
• Update and distribute dealership telephone listings when necessary.
• Close the transaction machine every morning if necessary.
• Perform various clerical and administrative duties as requested.
• Handling of Dealer Trade invoicing (done through 180 & ADP/CDK).
• Co-ordination of Dealer Trade pick-ups.
• Daily check on vehicle arrivals to see if any car that have arrived are sold via AIM
• Inventory maintenance; ADP/CDK and 180 must match AIM Inventory Report. Base prices and options must be accurate.
• Stock in all arrived stock/sold units delivered by (new vehicles), and vehicles coming from Manheim, Openlane, and various other sources of Pre-owned Vehicles.
• Daily licensing (if necessary) – make sure all required licensing is done on time and all documents that are required are done.
Requirements
• Excellent communication skills and customer service, including written and verbal skills to communicate with all levels of the organization and its executive team.
• High school diploma or equivalent.
• Previous experience as a reception/customer service role.
• Previous experience working in a dealership setting with basic knowledge of vehicles and maintenance requirements is an asset.
• Experience operating a multi-line telephone system.
• Ability to prepare business memos, letters, etc.
• Strong knowledge of Microsoft Office products, including Excel and Word.
• Ability to maintain filing systems and database.
• Professional appearance & friendly disposition.
• Ability to work efficiently in a high-pressure environment.
Working Conditions
• Manual dexterity required to use desktop computer and peripherals
• Fast paced dealership
• Varying work hours including evenings and weekends
• Long periods of sitting
• Bending, stretching and reaching
• Spending a great deal of time on the telephone
Job Types: Full-time, Permanent
Salary: $17.00-$18.00 per hour
