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Description

PURPOSE:

The Receptionist/ Office Support will receive monies from customers and employees in payment for goods or services and records the amount received in an accurate manner. She/He answers the telephone and greets customers at the window. She/He is sometimes the customer's last contact with the dealership and therefore must represent the dealership in a friendly, professional manner. 

CORE DUTIES:

• Aggressively and cheerfully perform or ensure performance of any and all activities necessary to improve and maintain the highest possible Dealership Customer Satisfaction level.
• Answers multiple incoming lines in an efficient and timely manner (by the third ring).
• Communicates with callers in a professional, friendly and efficient manner, striving to minimize the time they are put on hold
• Receive cash, checks and credit card payments from customers and record the amount received for customer pay on repair orders, parts invoices and sales transactions, ensure that all forms of payment are processed according to our dealership guidelines and that payments received are secured in the cash register/safe
• Alert C.F.O. of any and all 8300 form transactions
• Close out register/payments at end of shift and balance 

Requirements

OTHER DUTIES:

• Provides information to callers who have general inquiries
• Takes and communicates messages to the appropriate parties with all pertinent information so as the party can return the phone call
• Notifies management of any maintenance problems with the telephone system
• Handles customer complaints with integrity and poise and physically take or refer the customer to the appropriate individual for further communication
• Notify Service Manager immediately of dissatisfied service customers brought to light as a result of service follow-up contact
• Refer customers who have additional questions about their repair to the service advisor or other appropriate employee of that department
• Assist in filing of repair orders and parts tickets
• Assist in warranty processing
• Assist with journal entries for accounting
• Assist with purging of file documents for shredding
• Alerts Service/Parts Manager of over 60 days for accounts receivable
• Follow up with accounts regarding payments 
• Keep the area neat and clean at all times
• Attend Company sponsored training
• Filing for Service department/Accounting Department/Human Resources
• Perform other duties as assigned by management.
• Creating deal jackets for new and used vehicles
• Assisting CFO with journal entries when necessary
• Assisting with end of year accounting information for accountants 
• Overtime as needed by Management

PHYSICAL QUALIFICATIONS:

• Must be able to lift boxes of computer paper to refill printer (approximately 10-20 pounds).

QUALIFICATIONS:

• High school diploma or equivalent 
• Must punctual and dependable
• Prior accounting experience preferred
• Able to handle cash.
• Telephone experience. 
• Ability to read and comprehend instructions and information.  
• Excellent communication skills.  
• Ability to work well with customers and present a friendly, helpful attitude at all times.
• Basic computer skills, excellent telephone, interpersonal and communications skills. 
• A friendly, outgoing personality and professional appearance. 
• Ability to stay calm under pressure, and handle multiple tasks (phone, register, customers) while maintaining a courteous and friendly attitude.