SUMMARY

Receives callers at the dealership, 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. Organizes dealership records in an efficient manner enabling easy and quick retrieval.

Receives payment for products or services sold by the dealership and plays a key role in maintaining or creating customer satisfaction for the business transaction. 

ESSENTIAL DUTIES 

Essential Duties include the following. Other duties may be assigned.

Greets showroom customers and determines the nature of their visit as needed.

Directs customers to the correct department, notifies the appropriate person that a customer is waiting, and introduces the customer to a salesperson.

Answers incoming phone calls. Directs caller to appropriate department or individual or takes a thorough message.

Communicates with callers and visitors in a professional, friendly, and efficient manner.

Maintains refreshments (coffee) and fresh baked cookies in the customer lounge area.

Communicates messages to the appropriate parties in a timely manner.

Accept mail from postman and delivers to the business manager immediately

Makes sure all FEDEX packages are ready for pick up

Put phones on night ring at end of shift

Assists with clerical duties as requested.

Files within appropriate file system all dealership forms, records, reports, correspondence, or other important material.

Reads/examines incoming material for accuracy and legibility, gets clarification if necessary, classifies properly, and files within appropriate file system.

Searches for and retrieves information contained in files as requested.

Keeps files current.

Keeps records of material removed from files.

Disposes of obsolete files in accordance with established retirement schedule or legal requirements.

Copies records as needed.

Greets customers at the cashier counter in a pleasant and professional manner.

Collect payments for parts and service tickets presented

Close out tickets in computer accurately

Process checks as instructed (IE: proper ID, verification, guarantee if applicable)

Process credit/debit cards as instructed (ie: proper signatures, verify amounts)

Process cash transactions accurately (ie: give proper change, check for fake dollar bills)

Get customer signatures on all repair orders and warranties as instructed

Responsible for cash drawer/balance at beginning and end of shift

Reconcile cash taken in at end of shift and drop in safe with checks and credit cards

Run credit/debit card batch slip at end of shift

Make sure warranty and PDI tickets are held for service manager

Prepare follow up sheet for customer relations for all applicable service repair orders

Make up change order as necessary for porter to take to the bank (coordinate with Controller)

File Service copies in customer files as instructed

Make up new files as necessary

Pull files as needed

Receives cash, checks and credit card payments from customers; records amount received.

Makes change and issues receipts to customers.

Provides refunds or credit memorandums to customers for returned merchandise or as directed by managers.

Reconciles cash drawer daily.

Works with department managers to keep abreast of new products and services offered, their features and value, and any changes in price.

Answers customer questions about service performed or products purchased, or refers them to someone who can.

Handles customer complaints with integrity and poise and, when necessary, refers dissatisfied customers to the appropriate individuals for resolution.

Reconciles gas purchase statements.

Provides clerical and secretarial assistance to departments as needed.

Acts as backup to switchboard operator.

Immediately report to management any situation or condition that jeopardizes the safety, welfare, or integrity of the dealership, its employees, or customers. 

 Comply with all company policies as required. ie: Meal and rest period policy, timekeeping, etc. Please refer to the Employee Handbook for further detail.

 Complete all required HR training modules in KPA

 Complete all required certification courses respective to position.

 Maintain a valid driver’s license and immediately inform management of any changes in its status.

 Maintain a professional appearance. ie: a high level of personal grooming, hygiene, and uniform appearance. See Employee Handbook for more detail.

MARGINAL DUTIES

Marginal Duties include the following. Other duties may be assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.

EDUCATION AND/OR EXPERIENCE

• 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.

LANGUAGE SKILLS 

• 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.
• Understand and speak Spanish, English.

MATHEMATICAL SKILLS

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

• 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.
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS 

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

NOTE:  This is not an exhaustive list of responsibilities, skills, duties, efforts or working conditions associated with the job. While this list is intended to be an accurate reflection of the current job , the dealership reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances change (i.e. emergencies, changes in personnel, work load, rush jobs, or technology developments).