Job Description

Job Description

Job Description

Salary:

Vancouver Mitsubishi is a luxury independent pre-owned dealership seeking a full time Receptionist. We offer an encouraging atmosphere that cares about people first and that includes everyone; from our staff to our clients. If you want exciting work, we have it! We have well defined systems and procedures to ensure that all jobs are done consistently. We have regular staff meetings to look at what’s missing and to make our business the best it can be for everyone. We include on-going training and personal development. Our salaries are competitive and we offer benefits. If you are looking for a big change in your work life and want to bring satisfaction to your career and life please send us your resume. We are looking for a Receptionist to join our team right away!

The Core Objective of the Receptionist is to support the efficient day-to-day operations of the Vancouver Mitsubishi team. The Receptionist will leverage the ability of all team members to provide stellar customer service to current clients, maintain relationships with past clients and referral sources, and grow awareness of Company of Cars’ unique differentiators in the market.

Key Responsibilities:

• Provides a professional, positive and energetic first point of contact for all current and potential clients
• Supports the team in all administrative functions required for vehicle acquisition and sale.
• Supports the team in maintaining regular contact and positive relationships with current, past and prospective clients
• Takes leadership in evolving the administrative systems to enhance efficiency, service and sales
• Provides basic social media, web maintenance and marketing support
• Assists in organizing and promoting marketing events.

Primary Duties: 

1) Reception & General Administration (40%)

• Answer general phone inquiries and greet walk-in customers in a professional, courteous and cheerful manner
• Capture all contact information from new leads calling in regarding referral website and portal listings and log it in CRM
• Direct phone inquiries to the appropriate team member
• Reply to general information requests with the accurate information
• Relay voicemail from the general mailbox to the appropriate team member
• Ensure Sales and Management Team receive accurate messages that include name and phone number in a timely manner.
• Maintain and upgrade all administrative systems as required

• Use word processing, spreadsheet, and database software
• Sort incoming mail, faxes, and deliveries for distribution
• Prepare and send outgoing faxes, mail, and packages, invoices and filing
• Forward incoming general e-mails to the appropriate team member
• Enter data into PBS and other tools ensuring all CRM tools are accurate and up to date at all times.
• Optimize use of PBS tools to maximize investment in this software.
• Book appointments for sales and service.
• Update all calendars on a continuous basis to ensure all team member calendars are current at all times.
• Order office supplies
• Support in maintaining BambooHR
• Provide general administrative support to all team members as required
• Arranging Courier – When Needed
• Google Drive management for inventory / create digital file from physical file
• Follow up on warranty claims with warranty provider

3) Bookkeeping Support (20%) 

• Closing Visa Batch - Daily
• Taking Payments and Managing Till
• Entering All Types Of Invoices and Receipts- Daily
• Filing – Daily
• Bank Deposits – Daily

4) Maintaining Relationships with Database (20%)

• Send out birthday, anniversary and thank you cards
• Purchase and arrange for delivery of client gifts
• Make full use of PBS to track long-term client relationships and schedule follow up contact and visits with associates

5) Marketing, Web and Social Media (20%)

• Creates and sends out electronic newsletter on a monthly basis

• Posts blogs on a weekly basis

• Supports in identifying and/or creating social media content

• Update social media (twitter, linked in, etc.)

• Manage website to ensure constantly up to date

• Assists in planning, coordinating and promoting special events (block parties, summer BBQs etc.) May include creating flyers, assisting at events, getting sponsors, arranging equipment, etc.

• Creates and works to optimize basic marketing systems.

Job Qualifications:

• Excellent written and verbal communication skills. Fluency in English is required. Fluency in Mandarin and/or Korean and other languages is an asset.
• Advanced ability in Microsoft Office Suite (Word, Excel, Office, PowerPoint) 
• Proficient in database management software (knowledge of Top Producer ideal)
• Proficient in using G-Suite, Google Calendar and other tools to facilitate working with a virtual/mobile team
• Basic to intermediate website and social media administration ability (experience in using WordPress, Facebook, Twitter, LinkedIn, blogging, updating websites etc.)
• Proficient in use of all office equipment
• Automotive industry experience would be an asset but is not required

Personal Qualifications:

• Highly organized with the ability to get and keep others organized.
• Excellent time management skills; the capacity to prioritize by assessing situations to determine urgency; ability to develop a work schedule, set goals, create / implement actions plans and monitor progress towards goals.
• Able to think on their feet and make decisions that support customer service excellence.
• Technology and systems savvy. Able to teach/coach team members to use technology and systems to help them work more effectively.
• Strong attention to detail.
• A love of people and a passion for great customer service. Able to anticipate, understand, and respond to the needs of the team and their clients to meet or exceed expectations.
• Self-motivated. Works well independently and takes charge of moving things forward without needing to be given direction on every detail.
• Team-oriented. Adapts to the changing needs and demands of the team. Works cooperatively with the team to set goals, resolve problems, and enhance organizational effectiveness and results.
• Shows leadership. Able to take charge of team members from behind the scenes to ensure they get and stay organized and on top of their “game”.
• A valid driver’s license 

Authority and Reporting:

The Receptionist reports to the Sales Manager. He/she will also be providing administrative support to other team members and will need to manage time appropriately to meet the needs of all team members efficiently.

Working Conditions:

The Receptionist will work from the Vancouver office in Vancouver. Hours of work are 9:00am and 5:00pm Monday through Friday

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