Regional Branch Administrator

Velocity Vehicle Group•Surrey, BC

53d•Onsite

About The Position

The Regional Branch Administrator is an intermediate level position, providing administrative assistance to the location and departments, as well as supporting the local senior leadership team members. Working closely with our customers, vendors and dealership personnel, you will play a key role in keeping projects and branch-related tasks & responsibilities moving smoothly. The successful candidate will possess strong communication & organizational skills and be confident in performing a broad range of administrative tasks. This is an in-office position, based within the dealership.

Requirements

High school diploma or equivalent
5 plus years of experience in a receptionist, administrative, or executive assistant role.
Professional phone manner and strong interpersonal skills
Proficient in Microsoft Office (Word, Excel, Outlook)
Strong organizational skills and attention to detail
Ability to multitask in a fast-paced office environment
Dependable, punctual, and able to handle confidential information
Familiarity with basic office equipment (fax, copier, postage machine)

Nice To Haves

Previous experience with Zoom platform considered an asset, but not required.

Responsibilities

Operate the switchboard and manage all incoming calls via the zoom phone system.
Greet and direct customers, answer general inquiries, and connect them with the appropriate personnel.
Open, sort, and distribute incoming mail; apply postage and send outgoing mail.
Collect and distribute incoming faxes.
Manage courier services for incoming and outgoing deliveries.
Order office supplies on a weekly basis.
Post signage for holiday hours as needed.
Act as the first point of contact for all building & maintenance contractors (ie coffee, janitorial, landscaping, security). Ensuring call out lists are updated as needed, and ensuring management kept aware of any urgent or pressing issues.
Filing, scanning, and some data entry for the Parts & Service Department.
Mailing or emailing customer documents as requested / directed.
Filing, scanning, or entering of debit / credit memos within Procede for Accounts Payable.
Processing payments for all walk-in customer transactions, or payments received over the phone via the chase portal for Accounts Receivable. Ensuring payments & documentation completed as directed by Accounts Receivable.
Practicing 5S principles within the dealership. Completing shine maps, daily elite tasks.
Maintaining general cleanliness & presentation of front reception area and customer lounge, including but not limited to; light dusting / tidying, ensuring coffee & supplies available for customers, turning on/off TV’s in lounge, reporting any concerns to the branch CIC.
Staying current in all elite support training.
Supporting & promoting elite support within the branch.
Tracking status of leased and purchased trucks (units).
Registering warranties.
Creating and updating Sales Delivery binders.
Updating new truck orders.
Managing new truck keys.
Liaising with the detail team for vehicle maintenance.
Managing Fuel Card purchases.
Assisting with booking meetings, boardrooms, & schedule coordination.
Arranging catering for meetings as directed.
Supporting the local SLT member with expense report management, ensuring reports & receipts are reconciled & submitted per company guidelines.
Supporting with various administrative tasks as requested. This may include but is not limited to; scanning, filing, research, calendar management, project management, and coordinating with other departments.