Administrative Assistant

Description

Administrative Assistants at OneWater stores are passionate about delighting customers and supporting the Sales/Service Team in order to exceed their volume and margin sales/service goals. The position is non-exempt. 

Duties & Responsibilities

• Greets and welcomes all visitors to our stores in person or on the telephone, answering or referring inquires to Sales/Service Team Members
• Effectively supports all Team Members to insure a professional work environment
• Provides effective administrative support services for Sales/Service Managers as needed
• Monitors customers and visitors to the store to make sure all needs are met
• Processes incoming/outgoing mail and maintains all relevant files
• Demonstrates timeliness and an organized reception area
• Maintains store supplies, arranges travel plans and works on special projects as needed
• Actively participates in Boat Shows, Store and Off-site sales and customer events

Qualifications & Expectations

• Exhibits a positive and energetic appearance in the work environment that contributes to the Sales and Service team members’ objectives
• Proves reliability and discipline by following all time keeping rules
• Promotes teamwork, supports and works with other team members, departments and locations to insure the customer has a seamless experience through the sale, financing, delivery and subsequent servicing of the boat
• Customer satisfaction, both internal and external
• Preserves the professional image of the dealership through organization
• Positive interaction with all team members
• Administrative, computer knowledge, 
• Lift 10 lbs infrequently
• Seated, Stooping, Climbing

One Water Marine provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, One Water Marine complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities and applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Drug Screening and background check are required.

Requirements

o Maintains store supplies, arranges travel plans and works on special projects as needed

o Ensuring closing procedures are followed 

o Help set expectations for closing to clients, brokers and all involved in the closing process

o Coordinate the closing process with clients, financial institutions, brokers, attorneys and documentation agents 

o Communicating with clients, brokers and their representatives in professional manner over phone, email, in person and even text to gather information for closings 

o Ensuring documents/files for each closing are up to date 

o Review Inventory Coordinator data entry daily for orders

o Review all correspondence sent to Inventory email groups to ensure answered

o Maintain duplicate stock report Maintains Sales Deal File log to track deal from beginning until completion

o Provides excellent communications with customers, sales associates, and Finance Managers with questions about paperwork

o Create and maintains payable for Registrations and all required filings

o Request weekly check from accounting for registrations, trade payoffs, and extended service contracts

o Reconciles warranty registrations on Manufacturer websites and reviews our database to ensure that all steps are completed

o Organizes all work with Inventory Manager

o Organize and mail MSOs

o Ensure two months of orders are built at all times

o Weekly Lightspeed and CRM Audits

o Assist with Wells Fargo floorchecks

o Assists the Marketing Team and Store Personnel in planning and executing retail sales and special events

o Assists the Marketing Team on making sure boats listed online have quality images and descriptions, and video where appropriate- ensuring that all boats displayed have pictures.

o Assists the Brokerage team in creating quality listings of the company’s brokerage boats online and in print media.

o Assists in developing and consistently pushing out relevant, company oriented local content on social media sites, including pushing to the local teams’ social networks as well.

o Provides clerical support when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documents.

o Oversees petty cash fund.

o Maintains office files; implements an efficient system for other staff to access files and records.

o Provides effective administrative support services for General Manager and Sales Team

o Writes, reviews, and process internal/external communications

o Ensuring the specs ordered match invoices received and Window Stickers entered by Inventory team

o Submitting Title & Registration Paperwork for Sold Vessels

o Researching and Responding to All Questions or Problems Regarding Titling and Registration

o Interacting with DMV offices in various states

o Take boat pictures/video of all incoming new/used within 3-4 days of arrival into inventory. 

o Update CRM with Pictures and captivating descriptions to maximize google search engines and lead generation websites

o Update Facebook marketplace with aging inventory