Administrative Assistant

Responsibilities

• Receives calls and determines the nature of their business and directs callers to their destination.
• Answers basic inquiries, routes incoming calls, takes messages and provides basic information to all callers.
• Greets customers and determines the nature of their visit in a friendly and professional manner while directing them to the relevant personnel.
• Notifying the appropriate person that a customer is waiting and introduces the customer to a salesperson.
• Answers incoming phone calls in a friendly and professional demeanor.
• Directs caller to appropriate department or individual or takes a thorough message.
• Provide basic information about the dealership such as inventory.
• Communicates with callers and visitors in a professional, friendly and efficient manner.
• Obtains basic demographic information about each customer, using an ups card, a computer system, a log sheet or other method established by the dealership.
• Enters data into prospect tracking system and runs prospect reports for managers.
• Communicates messages to the appropriate parties in a timely manner.
• Types memos, correspondence, reports and other documents.
• Assists service customers during the morning and evening service rush whenever possible.
• Assists with clerical duties as requested such as scheduling and managing test drives, service appointments, or sales consultations.
• Maintain customer records, file paperwork, manage inventory and process basic transactions or customer follow-ups.
• Maintain a clean, organized and stocked desk, showroom, and customer waiting area.
• Maintains a professional appearance.
• Other tasks as assigned.

• 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.
• Associate degree (A.A.) or equivalent from two-year college or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience.
• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.
• 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.
• Excellent communication skills.
• The ability to maintain a friendly and professional environment in person and over the phone.
• Familiarity with basic office software and dealership systems.