Experienced Automotive Receptionist

Vancouver Mitsubishi; Vancouver; On-site; CAD 35,000 - 55,000; Full time

Job summary

Join a dynamic and supportive team at a luxury independent dealership as a Receptionist. This role is pivotal in ensuring smooth operations and stellar customer service. You will be the first point of contact for clients, managing inquiries and maintaining relationships while supporting administrative functions. With a focus on personal development and ongoing training, this position offers a chance to grow within a caring environment. If you are organized, tech-savvy, and passionate about customer service, this is an exciting opportunity to bring satisfaction to your career and life.

Benefits

Ongoing training

Competitive salary

Benefits

Supportive team environment

Qualifications

• Fluency in English required; Mandarin/Korean is an asset.
• Proficient in Microsoft Office and database management software.
• Strong organizational and customer service skills essential.

Responsibilities

• Provide professional first contact for clients and support administrative functions.
• Maintain relationships with clients and assist in marketing efforts.
• Manage office supplies and support team members with various tasks.

Skills

Excellent written and verbal communication skills

Microsoft Office Suite

Database management software

G-Suite and Google Calendar

Website and social media administration

Organizational skills

Time management

Customer service

Technology savvy

Automotive industry experience

Tools

WordPress

CRM software

PBS tools

Job description

Vancouver Mitsubishi is a luxury independent pre-owned dealership seeking a full-time Receptionist. We offer an encouraging atmosphere that cares about people first, including 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 ongoing 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!

Core Objective: The Receptionist supports 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:

• Provide a professional, positive and energetic first point of contact for all current and potential clients.
• Support the team in all administrative functions required for vehicle acquisition and sale.
• Maintain regular contact and positive relationships with current, past, and prospective clients.
• Take leadership in evolving the administrative systems to enhance efficiency, service, and sales.
• Provide basic social media, web maintenance, and marketing support.
• Assist 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 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.
• Arrange courier when needed.
• Manage Google Drive 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%):

• Create and send out electronic newsletters on a monthly basis.
• Post blogs on a weekly basis.
• Support in identifying and/or creating social media content.
• Update social media (Twitter, LinkedIn, etc.).
• Manage website to ensure it is constantly up to date.
• Assist in planning, coordinating, and promoting special events (block parties, summer BBQs, etc.).
• Create and work 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 the 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 action 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 9:00 am to 5:00 pm, Monday through Friday.