Part-Time Office Assistant

LeadCar Toyota Hazleton•Hazle Township, PA

5d•Onsite

About The Position

The LeadCar Toyota Hazleton team is seeking a Part-time Office Assistant to support office operations at the dealership. This role involves a range of accounting activities, including accounts payable, posting deals, and various account reviews. Additionally, the Office Assistant will handle incoming calls, determine the nature of callers' business, and direct them appropriately. This includes answering basic inquiries, routing calls, taking messages, and providing basic information. The position requires strong customer service and administrative skills. Responsibilities include processing financial documents, managing vehicle titles and MSOs, preparing paperwork for finance companies, and maintaining accurate records. The role also involves scanning documents, stocking in new vehicles, and managing dealer plates and gas cards. The ideal candidate will be punctual, dependable, and possess strong computer skills, particularly with Microsoft Word and Excel.

Requirements

Exceptional customer service skills.
Excellent phone etiquette.
Excellent verbal and written communication skills.
Punctual, dependable and reliable.
Strong computer aptitude, specifically with Microsoft Word and Excel.
Ability to multi-task in a fast-paced environment.
Strong organizational skills.
Ability to work independently on assigned tasks as well as to accept direction on given assignments.

Responsibilities

Support office operations at the dealership through a range of accounting activities including accounts payable, posting deals and various account reviews.
Receive calls at the dealership, determine the nature of their business, and direct callers to their destination.
Answer basic inquiries, route incoming calls, take messages, and provide basic information to all callers.
Operate a multi-line phone system answering incoming phone calls for the dealership.
Answer all incoming calls in a prompt, polite, professional manner, transferring them to the appropriate person or department quickly.
Provide voice mail for callers if employee cannot be reached.
Take detailed messages when voice mail is not taken by caller and deliver message to appropriate party in a timely manner.
Maintain a personal demeanor consistent with Company culture, contributing a positive, supportive work environment for all team members.
Break down all deals turned in from F&I office.
Put finance package together to mail to finance company.
Quick Fund deals as applicable.
If applicable to deal; create trade in deal jacket, make payoff check to lienholder as needed, file trade title and/or follow up on title/lien release.
File Notice of Sale on each retail deal.
Maintain all MSOs/Titles.
Follow-up on all used titles/lien releases as needed.
Prepare MSOs/Titles to be sent to DOR office or customer for sold units.
File Notice of Liens for all required deals.
Check in Keys of New received vehicles for inventory.
Tag keys and give to Sales Manager.
Issue and track dealer plates & gas card for the sales department.
Ensure Loaner Agreements are accurate and legible as needed for checked out plates.
Scan all completed deal packets to be uploaded, indexed, and verified for accuracy to scan site.
Stock in all incoming vehicle units, creating unit folders for each and ensuring all crucial documents are received (i.e. MSO/title, lien release, key documentation, etc.).
Scan all retail and wholesale deals onto Dealership scan site.
Keep a detailed log of all GAP purchases.
Send all cancellations for GAP into the manufacturer for payment.
Perform all other duties as assigned.