Job Description

Summary: The Office Coordinator is responsible for greeting and appropriately directing customers and other guests, answering and directing calls to appropriate departments or staff members, taking accurate and complete messages when necessary, promptly responding to emails, and other correspondence, managing office supply inventory, daily scanning of repair orders, processing all incoming and outgoing mail, managing the front reception area, additional administrative tasks as directed, and treating visitors, vendors, customers and co-workers with respect. Primary Responsibilities: * Customer and Visitor Relations Welcome customers to the dealership and ensure they are directed appropriately and properly, answer and direct all calls using the established call triage methods to ensure the caller is directed appropriately the first time, take accurate messages for staff unavailable to take call. * Sales Support Route truck and trailer calls to the appropriate sales team member, capturing caller information in Salesforce for follow up if calls are lost. * Reception Area Management Check the visitor coffee area daily, refill supplies and water in the coffee maker. Ensure the Reception area is neat and clean, remove any outdated publications, manage monthly staff sign-in sheets and floor duty schedules, and maintain plants. * Repair Order Scanning Scan all repair orders into the data management system in an organized and prompt manner, check for completeness and accuracy, and bring any document discrepancies to the attention of the Service Manager or Service Director. * Office Supplies and Administrative Support Manage distribution and weekly inventory of all office supplies, open, sort and distribute all incoming mail, prepare outgoing mail and maintain the postage meter machine, assist with folding/stuffing/mailing AR invoices and AP checks, provide administrative support to Directors and/or Managers for routine tasks and special projects, and other tasks as directed by the Controller and Senior Management. Qualifications that a candidate must possess to gain consideration for this position:

• Must be pleasant and project a professional image
• Previous experience working as a Receptionist/Office Coordinator
• Ability to use a personal computer, a general understanding of Microsoft Office software programs, and the ability to learn other database or proprietary software programs as needed
• Excellent follow-through and problem solving skills
• Must be self-motivated with good written and verbal communication skills
• Must be a team player with a strong sense of commitment to performing required tasks accurately and professionally

Training/Educational Requirements: High School Diploma or equivalent Note: This description does not necessarily reflect a complete list of all the duties, responsibilities and requirements associated with this position. While the accountabilities noted herein are intended to be an accurate reflection of the current job, the dealership reserves the right to revise the functions and duties as circumstances change.

Job Tags

Full time, Work at office,

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