Receptionist (Job Sharing)
Job Duties include the following. Other duties may be assigned.
Operates a multi-line phone system.
Log all sales calls in lead management system.
Keeps track of employees out sick, on vacations, doing continued education, or at other locations.
Updates sales staff and manager cell phone numbers spreadsheet.
Answers all incoming calls in a prompt, polite, professional manner, transferring them to the appropriate person or department quickly, or operating the dealership paging system to call individuals to the phone.
Minimizes the time callers are on hold and checks back with them frequently to ensure they wish to continue holding.
Takes detailed messages when call cannot be completed including caller's name, telephone number, time of call, and information requested, and delivers to appropriate party in a timely manner. Offers caller the option of voice mail, if applicable.
Screens incoming calls as requested by managers.
Deliver mail to sales department.
Develops knowledge of basic dealership information in order to respond to callers who have general inquiries.
Notifies Operational Support Manager or telephone company maintenance department of any problems with the phone system.
Updates and distributes dealership phone directory as needed.
Stocks in all incoming transports.
Receives cash, checks and credit card payments from customers; records amount received.
Refers customers who have questions about the work performed, additional maintenance or repairs, etc. to the service advisor or other appropriate individual.
Handles customer complaints with integrity and poise and, when necessary, refers dissatisfied customers to the appropriate individuals for resolution.
Maintains and files repair orders, parts invoices, rental forms; lists missing documents.
Assists service department with telephone coverage.
Provides clerical and secretarial assistance to parts and service departments.
Works with outside warranty companies to secure payment.
Inputs all new incoming invoices in computer. (connect MSO's to invoices and file daily)
Print out used car sheets and run copies.
Handles incoming dealer trades, assigning stock numbers and inputting them into the computer.
Performs clerical duties as assigned including filling, faxing, and copying.
Maintains a professional appearance and neat work area.
Working conditions are normal for an office environment; generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc.
Equipment & Machines Used
Includes but not limited to a computer, copier, multi-line telephone, scanner and fax machine.
Reports to the Receptionist/Service Managers.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.