A Receptionist greets and directs customers or visitors that come in to an office or business, and answers and directs incoming phone calls. Deals with mail or courier services. May schedule appointments or meeting rooms, gather patient information, or assist with filing or other administrative support work.
The Receptionist / Administrative Assistant serves as the first impression of our dealership by providing exceptional customer service in a professional, welcoming, and polished manner. This position is responsible for managing the front reception area while providing administrative support to the accounting, sales, and executive management team. Success in this role requires excellent communication skills, strong organizational abilities, attention to detail, and a commitment to delivering first-class customer experience.
Functional Skills & Responsibilities:
Customer Service & Reception Welcome all customers, vendors, and visitors in a friendly, professional, and timely manner. Direct customers to the appropriate department or team member. Answer and route incoming multi-line telephone calls efficiently and courteously. Maintain a clean, organized, and inviting reception area. Ensure customer waiting areas are fully stocked with snacks, beverages, coffee, and other refreshments throughout the day. Maintain and clean coffee stations and beverage areas to dealership standards. Assist customers with basic questions and provide general dealership information. Notify executive management promptly of arriving guests and appointments. Screen executive management calls and vendors before transfer. Administrative Duties Create and maintain inventory jackets for all incoming vehicle inventory. Organize and maintain vehicle invoice folders and supporting documentation. File all completed deal jackets in long-term storage weekly. Contact customers regarding outstanding accounts receivable balances and document collection efforts. Maintain office supply inventory and stock the office supply room; reorder and deliver supplies as needed. File, scan, copy, and organize documents accurately. Process incoming and outgoing mail and package deliveries. Assist the accounting office with clerical projects and data entry as assigned. Support sales and executive management with administrative tasks as needed. Maintain confidentiality of customer, employee, and dealership information. Core Competencies Exceptional customer service Professional communication Organization and attention to detail Dependability and accountability Initiative and problem solving Time management Team collaboration Confidentiality and integrity Performance Expectations Consistently provide a welcoming, luxury-level customer experience. Answer and direct calls promptly and accurately. Maintain an organized and professional front office. Complete administrative tasks accurately and within established timelines. Maintain inventory jackets, invoice files, and office supply inventory with minimal errors. Follow up on assigned accounts receivable in a timely and professional manner. Demonstrate reliability, professionalism, and a willingness to assist wherever needed
