Office Assistant

Matheny Motors•Ocala, FL

About The Position

Position Summary: The Receptionist serves as the first point of contact for visitors, clients, and callers, providing a welcoming and professional impression of the organization. This role is responsible for managing the front desk, handling incoming phone calls, directing inquiries, and maintaining a clean and organized reception area. The Receptionist also performs a variety of administrative and clerical tasks to ensure efficient day-to-day functioning. Essential Duties and Responsibilities: Greet visitors courteously, determine the nature of their visit, and direct them to the appropriate staff or department. Operate a multi-line switchboard to answer, screen, and route incoming calls promptly and professionally. Perform general clerical duties, including filing, copying, scanning, and data entry. Use computer applications such as Microsoft Word, Excel, and PowerPoint to prepare documents, maintain records, and support office tasks. Maintain and update spreadsheets with accurate and timely information. Process incoming and outgoingmail, packages, and deliveries. Maintain an organized and welcoming reception area. Demonstrate strong attention to detail while completing administrative and customer service tasks. Assist with scheduling, correspondence, and other office operations as needed. Purchasing office supplies and keeping them in stock Perform other duties as assigned to support the department and overall office function. Departmental Supporting Duties: Duties may vary to support each department as needed Parts: Upload and attach quotes to correct invoices Service: CDK document scanning into DSDA Sales: Keep reading materials updated in front lobby Keep TV in front lobby on with news or weather showing Ensure that the refrigerator is stocked with water for customers. Maintain a list of customers who ask for calendars and mail them out. Decorate the front lobby for each upcoming holiday. Order lunches for customers when they are here for pre-builds or inspections. Organize company luncheons. Rent tables/ chairs, post flyers, order food, set up/ take down.

Requirements

High school diploma or equivalent,
Proficiency in Microsoft Office Suite(Word, Excel, PowerPoint) and basic computer operations.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to multi-task, prioritize, and manage time effectively in a fast-paced environment.
Strong attention to detail and accuracy in all tasks.
Professional appearance and demeanor.

Nice To Haves

Additional administrative or office training is a plus.
Previous experience as a receptionist, administrative assistant, or customer service role preferred.

Responsibilities

Greet visitors courteously, determine the nature of their visit, and direct them to the appropriate staff or department.
Operate a multi-line switchboard to answer, screen, and route incoming calls promptly and professionally.
Perform general clerical duties, including filing, copying, scanning, and data entry.
Use computer applications such as Microsoft Word, Excel, and PowerPoint to prepare documents, maintain records, and support office tasks.
Maintain and update spreadsheets with accurate and timely information.
Process incoming and outgoingmail, packages, and deliveries.
Maintain an organized and welcoming reception area.
Demonstrate strong attention to detail while completing administrative and customer service tasks.
Assist with scheduling, correspondence, and other office operations as needed.
Purchasing office supplies and keeping them in stock
Perform other duties as assigned to support the department and overall office function.
Upload and attach quotes to correct invoices
CDK document scanning into DSDA
Keep reading materials updated in front lobby
Keep TV in front lobby on with news or weather showing
Ensure that the refrigerator is stocked with water for customers.
Maintain a list of customers who ask for calendars and mail them out.
Decorate the front lobby for each upcoming holiday.
Order lunches for customers when they are here for pre-builds or inspections.
Organize company luncheons. Rent tables/ chairs, post flyers, order food, set up/ take down.