Operator/Receptionist

Northside Auto Group•San Antonio, TX

14h•Onsite

About The Position

Intercepts and routes incoming calls, provides basic information to callers, and receives customers at the dealership, determining the nature of their business and directing them to their destination. This role involves operating a multi-line phone system, screening calls, taking messages, and assisting with various clerical and administrative tasks. The Operator/Receptionist also performs duties of other reception or administrative roles during absences and assists with customer deliveries and mailings.

Requirements

High school diploma or General education degree (GED).
Ability to solve practical problems and deal with a variety of concrete variable in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
Ability to deal with problems involving a few concrete variables in standardized situations.
Valid Driver's License.

Responsibilities

Operates a multi-line phone system.
Answers all incoming calls in a prompt, polite, professional manner, transferring them to the appropriate person or department quickly, or operating the dealership paging system to call individuals to the phone.
Screens incoming calls for the General Manager.
Takes detailed messages including caller’s name, telephone number, time of call, and basic subject of call, and delivers to General Manager in a timely manner.
Develops knowledge of basic dealership information in order to respond to callers who have general inquiries.
Notifies IT department of any problems with the phone system.
Notifies IT of all new employees and associated extensions for voice mail set up.
Updates and distributes dealership phone directories as needed.
Assists in dealership mailings from Accounts Receivable or Sales Department.
Signs, folds mailings, and stuffs envelopes as needed.
Performs duties of Service Receptionist or Bodyshop Administrative Assistant during either of their absences.
Assists with posting invoices in Parts as required.
Greets showroom customers and determines the nature of their visit.
Directs customers to the correct department, notifies the appropriate person that a customer is waiting, and introduces the customer to a salesperson.
Communicates with customers in a professional, friendly, and efficient manner.
Assembles delivery packets for new car deliveries and applications for job applicants.
Logs outgoing express/overnight delivery items.
Phones customers to inform their license plates are ready for pickup.
Notes results of phone call on envelope holding plates.
Files license plates alphabetically by customer’s last name.
Periodically, re-calls customers who have not picked up their license plates.
Mails license plates to customers who have not picked up their license plates after three weeks.
Sorts, files, and disposes of “dead deals” in compliance with regulations.
Files handbooks and spare keys alphabetically and numerically.
Safeguards and signs out jump boxes.
Signs out the gas credit card and collects fuel receipt upon return.
Cares for dealership fish.
Decorates dealership at holidays to create a festive environment for customers.
Performs clerical duties as assigned.
Maintains professional appearance and neat work area.