Desk Assistant

Ironclad Harley-Davidson; Portsmouth (VA); On-site; USD 19,000 - 25,000; Full time

Job summary

Desk Assistant (Sales Team Administrative Assistant) at Ironclad Harley-Davidson in Portsmouth, VA provides administrative support to the Motorcycle Sales team, handling data entry, filing, scheduling, and customer information with accuracy and discretion in a fast-paced dealership environment.

Working under the Sales Manager and General Sales Manager, you will prepare letters and contracts, maintain filing systems, generate reports from Lightspeed/Talon, and assist the team to ensure a smooth,

Qualifications

• High school diploma or the equivalent.
• 2+ years’ customer service experience.
• Must possess a positive attitude and show enthusiasm for the products we sell.
• Must be computer literate and proficient with Microsoft Office Suite, along with general email/internet.
• Experience using Google Drive applications including Google Sheets and Google Docs a plus.
• Must be able to multitask and input data with accuracy and efficiency in a high paced environment
• Good verbal communication skills.
• Pleasant phone manner.
• Must maintain a professional appearance and a neat, well organized work area.
• Valid driver’s license and a good driving record.

Responsibilities

• Provide prompt, dependable word processing to the Sales Department and Business Managers.
• Provide high quality assistance to personnel to ensure a smooth running and productive sales environment.
• Prepare letters, reports, financial contracts, and other correspondence.
• Set up and maintain an accurate filing system for important documentation.
• Package deals, track down titles, help fund/finalize deals.
• Create schedule in ScheduleBase for Sales Department.
• Create motorcycle hang tags in compliance with state regulations and company policies.
• Verify customer information from Fit Specialists and ASMs and enter data exactly as shown in Lightspeed/Talon.
• Print reports from Lightspeed/Talon, Google Docs, H-Dnet, and other dealership systems.
• Update notes and information in Google Sheets.
• Perform other related duties as assigned.

Skills

Customer service

Data entry

Verbal communication

Multitasking

Professional appearance

Education

High school diploma or equivalent

Tools

Lightspeed

Talon

ScheduleBase

Google Docs

Google Sheets

H-Dnet

Job description

Job Title: Desk Assistant (Sales Team Administrative Assistant)

Department: Motorcycle Sales

Supervisor: Sales Manager and/or General Sales Manager

Summary Description

Assist the Sales Management Team with administrative work and data entry to provide a more fluid buying experience. Responsible for providing a full range of administrative support. Daily work performed under the direct supervision of the Sales Management Team and requires a high degree of accuracy and discretion, as many of the documents handled are extremely sensitive.

Duties & Responsibilities

• Provide prompt, dependable, high quality, word processing to the Sales Department and Business Managers.
• Provide high quality assistance to personnel to ensure a smooth running and productive sales environment.
• Prepare letters, reports, financial contracts, and other correspondence.
• Set-up and maintain an accurate easy to access filing system for all important documentation.
• Package deals, track down titles, help find information needed to help fund/finalize deal.
• Create schedule in ScheduleBase for Sales Department.
• Create motorcycle hang tags in compliance with state regulations and company policies.
• Analyzes and verifies customer information provided from Fit Specialists and ASMs and then enters information exactly as it appears in Lightspeed/Talon.
• Prints reports from Lightspeed/Talon, Google Docs, H-Dnet, and other dealership systems as requested.
• Updates notes and other information in various Google Sheets.
• Perform other related duties as assigned or requested.

Supervisory Responsibilities

• None

Qualifications & Job Requirements

• High school diploma or the equivalent.
• 2+ years’ customer service experience.
• Must possess a positive attitude and show enthusiasm for the products we sell.
• Must be computer literate and proficient with Microsoft Office Suite, along with general email/internet.
• Experience using various Google Drive applications to include but not limited to Google Sheets and Google Docs a plus.
• Must be able to multitask and input data with accuracy and efficiency in a high paced environment
• Good verbal communication skills.
• Pleasant phone manner.
• Must maintain a professional appearance and a neat, well organized work area.
• Valid driver’s license and a good driving record.

Physical Demands

• Requires the use of both hands.
• Frequently works on a computer in a typical office environment.
• Occasionally required to bend, stoop, crouch, reach, and lift 25lbs of material.
• Requires standing and/or walking for extended periods of time.

  Working Conditions

  • The noise level in the work environment is usually loud.
  • Potential exposure to battery acid, gasoline, chemical cleaning materials or other toxic materials commonly found in a motor vehicle service department.
  • Occasionally exposed to exhaust fumes or other airborne particles.

  In addition to the outlined essential job functions, the employee is required to complete all additional tasks assigned by his/her supervisor, as the supervisor sees fit for the position. Failure to comply will result in immediate discipline at the discretion of dealership management.

  I have read and understand the duties, responsibilities and qualifications of this position and acknowledge that I can perform the essential functions of the job with or without an accommodation.