Operations Specialist

Toyota - Tom Wood Toyota, Whitestown; Whitestown (IN); On-site; USD 35,000 - 42,000; Full time

Benefits offered by this job

Paid Time Off

Paid Holidays

Medical, Dental, Vision Insurance

401(k) with Company Match

Life and Disability Insurance

Professional Training and Career Dev.

Tuition Reimbursement

Service Awards

Opportunities for Advancement

Job summary

Tom Wood Toyota in Whitestown, IN seeks a polite, organized Operations Specialist to be the first contact for customers, vendors, and visitors. You will support reception, routing inquiries, and handling daily administrative tasks to ensure a welcoming dealership experience.

The role emphasizes strong communication, reliability, and the ability to multitask in a fast-paced environment while maintaining professionalism and confidentiality across departments.

Qualifications

• High school diploma or equivalent.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office and basic computer systems.
• Ability to multitask, prioritize responsibilities, and work effectively in a fast-paced environment.
• Professional appearance and demeanor.
• Dependable attendance and punctuality.

Responsibilities

• Welcome customers, vendors, and visitors in a friendly and professional manner.
• Create a positive first impression that reflects Tom Wood Toyota's commitment to exceptional customer service.
• Assist guests with directions and connect them with the appropriate department or team member.
• Maintain a clean, organized, and welcoming reception area.
• Answer and route incoming calls promptly and professionally.
• Take accurate messages and ensure they are delivered to the appropriate team members.
• Assist customers with general dealership questions and direct inquiries to the correct department.
• Monitor and respond to general customer communications as needed.
• Provide administrative support to dealership management and various departments.
• Process incoming and outgoing mail, packages, and deliveries.
• Assist with filing, data entry, document scanning, and record maintenance.
• Support dealership events and customer communications.
• Monitor office supplies and assist with ordering as needed.
• Work closely with the Sales, Service, Parts, and Administrative teams to provide a seamless customer experience.
• Assist with special projects and other duties as assigned.
• Maintain professionalism, discretion, and confidentiality while supporting dealership operations.

Skills

Verbal communication

Written communication

Organizational skills

Microsoft Office

Multitasking

Professional appearance

Punctuality

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Tom Wood Toyota is seeking a friendly, professional, and highly organized Operations Specialist to serve as the first point of contact for customers, guests, vendors, and visitors. This position plays an important role in creating a welcoming customer experience while providing administrative and operational support to the dealership.

The ideal candidate enjoys working with people, communicates effectively, stays organized in a fast-paced environment, and takes pride in providing exceptional service from the moment a customer walks through the door or calls the dealership.

Key Responsibilities

Customer Service & Guest Relations

• Welcome customers, vendors, and visitors in a friendly and professional manner.
• Create a positive first impression that reflects Tom Wood Toyota's commitment to exceptional customer service.
• Assist guests with directions and connect them with the appropriate department or team member.
• Maintain a clean, organized, and welcoming reception area.

Phone & Communication Management

• Answer and route incoming calls promptly and professionally.
• Take accurate messages and ensure they are delivered to the appropriate team members.
• Assist customers with general dealership questions and direct inquiries to the correct department.
• Monitor and respond to general customer communications as needed.

Administrative Support

• Provide administrative support to dealership management and various departments.
• Process incoming and outgoing mail, packages, and deliveries.
• Assist with filing, data entry, document scanning, and record maintenance.
• Support dealership events and customer communications.
• Monitor office supplies and assist with ordering as needed.

Team Support

• Work closely with the Sales, Service, Parts, and Administrative teams to provide a seamless customer experience.
• Assist with special projects and other duties as assigned.
• Maintain professionalism, discretion, and confidentiality while supporting dealership operations.

Qualifications

Required

• High school diploma or equivalent.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office and basic computer systems.
• Ability to multitask, prioritize responsibilities, and work effectively in a fast-paced environment.
• Professional appearance and demeanor.
• Dependable attendance and punctuality.

Preferred

• Previous customer service, receptionist, administrative, or hospitality experience.
• Automotive dealership experience.
• Experience with multi-line telephone systems.
• Bilingual communication skills.

Physical Requirements

• Ability to sit, stand, and move throughout the dealership as needed.
• Ability to operate computers, telephones, and other office equipment for extended periods.
• Ability to occasionally lift or move items weighing up to 15 pounds.

Why Join Tom Wood Group?

At Tom Wood Group, employees are more than team members. They are part of a family-owned company that has proudly served its communities for more than 50 years. We are committed to investing in our employees through training, professional development, and opportunities for advancement.

Our culture is built on collaboration, integrity, service, and a genuine desire to help others while providing employees with opportunities to grow personally and professionally.

What Sets Us Apart?

Our four core values guide everything we do:

• Humbly Confident
• Passionately Driven
• Sincere Desire to Help Others
• Uncompromising Integrity

We also offer:

• Opportunities for career advancement across multiple industries and locations.
• A workplace culture that recognizes and values employee contributions.
• Comprehensive benefits designed to support employees and their families.

Benefits

• Paid Time Off and Vacation
• Paid Holidays
• Medical, Dental, and Vision Insurance
• 401(k) with Company Match
• Life and Disability Insurance
• Professional Training and Career Development
• Tuition Reimbursement
• Service Awards
• Opportunities for Advancement

Employment Requirements

Employment offers are contingent upon successfully completing a background check, motor vehicle record review, Social Security verification, and drug screening.

Tom Wood Group is an Equal Opportunity Employer.