Duties and Responsibilities
Answer incoming phone calls, directs caller to appropriate department or individual or takes a thorough message.
Greet all guests promptly and professionally determining the nature of their visit.
Directs guest to the correct department, notifies the appropriate person that a customer is waiting, and makes the proper introduction.
Communicates with callers and visitors in a professional, friendly, and efficient manner.
Enters data into computer system and runs necessary reports for management.
Assist Project Manager with opening repair orders.
Assist with Rental Car procurement, tagging keys and preparing jackets for vehicles.
Assign and maintain mail boxes for staff.
Assist Business Office with preparing envelopes and inserting contents for mailing.
Maintain and update employee list on a daily basis.
Sorts and distributes all letters prepared and then stamps and places in the mail.
Receives and logs in all incoming express mail packages and distributes to the proper.
Track and record daily air bills.
Safeguard customer and Dealer information per established policy.
Adhere to established dress code policy at all times.
Ensure appearance of the showroom and work area is always in pristine condition.
Adhere to work schedule and arrive at work before your scheduled start time and be at your work station productively engaged by the scheduled time.
Exemplifies organizational culture and holds others In department accountable for doing the same.
Other related duties as may be assigned.
Skills and Abilities
Complexity:
Ability to deal with well defined and clearly stated directions or standards. Judgment is exercised on routine matters and guidance is readily available.
Communication Skills:
Ability to read a limited number of two and three syllable words and to recognize similarities and difference between words and between a series of numbers. Ability to print and speak simple sentences.
Reasoning Skills:
Ability to apply common sense understanding to carry out simple one or two step instructions. Ability to deal with standardized situations with only occasional or no variables.
Supervisory Skills:
Has no responsibility for the direction of others.
Math Skills:
Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume and distance.
Computer Skills:
Includes a basic level of integrated computer and business related software such as Word, Outlook, Excel, PowerPoint, Publisher, Explorer, ADP, Compli, Shelly Extranet.
Relationship Building:
Ability to maintain mutual interaction with fellow employees. Initiates conversation and has basic social skills. Builds and maintains relationships confidences with others. Demonstrates active listening skills and conveys enthusiasm, energy, and direction through conversation.
Customer Relations:
Requires exchanging complex information or resolving problems; position has some accountability for ensuring customer satisfaction. Regular contact both inside and outside the company to carry out company policy and programs: and requires abilities of persuasion and negotiation. I often deal with persons of substantially higher rank in these instances.
Tools and Equipment:
Includes a basic level of use of office tools such as telephone, fax, copier, scanner and calculator.
License/Certifications:
None required.
Decision-Making Skills:
None required.
Decision-Making Impact:
A poor or incorrect decision may cause short delays in getting the work done in my area and may affect other employees or customers.
Minimum Requirements
Minimum Results Required
Turn in prepared assigned reports weekly.
Immediate response answering phone and courtesy acknowledging showroom guests.
Maintain training status by keeping -up with factory recommended classes.
Dealership required training (Compli).
Maintain a positive and welcoming relationship with both staff and clients at all time.
Educational Requirements
The minimum educational requirement to successfully perform the duties required of this position is a G. E. D. or a high school diploma.
Experience Requirements
The minimum experience requirement to successfully perform the duties required of this position is six months to one year.
Physical/Weight Requirements
An employee in this position should be able to comfortably stand, walk, sit, bend, grasp, talk, hear, see and have regular attendance to perform their assigned work. They will also be required to be able to use hands and fingers. If an employee is asked to occasionally lift and/or move up to 50 pounds the employee must use approved safety techniques and when lifting loads heavier than 50 pounds, use two or more people to lift the load. Where requested and otherwise appropriate, reasonable accommodation will be provided in the absence of any of these abilities.
Work Environment
An employee in this position will be required to work in the following environments: standard office, equipment and machinery and outdoor weather conditions. The noise level will be moderate.