Receptionist

Summary / Objective :

• Responsible for providing administrative support to sales, administrative and service departments.
• Essential Job Functions :
• Answer incoming calls and assist customers as needed
• Stock customer waiting area
• Process various paperwork in regard to deals, contracts, invoices, etc.
• Copying, scanning and uploading various documents
• Run errands and provide assistance to management
• Assigning customers names and stock numbers assigning aftermarket products to the service record
• Complete trade in folder
• Assign used vehicle fees to the trade in
• Dealer trades
• Gas Purchase Orders
• Put repair orders in alphabetical order
• Close service repair orders
• Write referral checks
• Call drivers for dealer runs
• License plate scheduling
• Product cancellation quotes
• Prepare and complete daily morning and evening deposits
• Perform various administrative duties such as pulling contracts, entering information in VEH, making payoffs, finalizing deals for all locations and creating various paperwork packets.
• Enter driver pay
• CVR title work, purchase used inventory
• Complete various title-related duties such as maintaining and filing titles, filling out incoming and outgoing titles, securing duplicate or lost titles, correcting title errors, title inquiries and compiling various title status reports.
• Compile various daily journals and reports necessary to monitor company operations.
• Handle various accounting related tasks such as deposits, petty cash, cash drawer and journal entries.
• Providing service to customers through answering phones, BMV notifications and serving as the cashier for the service department
• Performing various other administrative duties such as scheduling drivers, writing miscellaneous checks and ordering and assigning plates and registrations.
• Various other daily duties as necessary.

Knowledge, Skills and Ability Requirements :

• Ability to multi-task and answer to more than one manager.
• Problem Solving - Identifies and resolves problems in a timely manner.
• Customer Service - Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.
• Oral Communication - Listens and gets clarification; Responds well to questions.
• Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically;

Upholds organizational values.

• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time.
• Adaptability - Adapts to changes in the work environment.
• Attendance / Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments;

Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

• Judgment - Exhibits sound and accurate judgment.
• Professionalism - Follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness.
• Quantity - Meets productivity standards; Completes work in timely manner.

Language Ability - Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Math Ability - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Ability to compute rate,

ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability - Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

Ability to deal with problems involving several concrete variables in standardized situations.

Preferred Education / Experience :

High school diploma or general education degree (GED); or one to three months related experience and / or training; or equivalent combination of education and experience.

Work Environment :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Physical Demands :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must occasionally lift and / or move up to 10 pounds.

• Specific vision abilities required by this job include Close vision and Ability to adjust focus. While performing the duties of this Job, the employee is regularly required to sit;
• use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand;

walk and stoop, kneel, crouch, or crawl.

Other Duties :

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

PI244146830

Last updated : 2024-07-24