Administrative Assistant

Position Summary

The Administrative Assistant provides essential administrative organizational and customer service support to the Service Department. This position requires a detail-oriented professional who can manage multiple priorities communicate effectively with customers and team members and help maintain efficient daily operations.

Core Competencies

• Demonstrated ability to work collaboratively in a team environment
• Strong verbal and written communication skills including in-person phone text and email communication
• Proficiency with computer and email systems including Microsoft Outlook Word and Excel
• Excellent organizational skills with strong attention to detail and accuracy
• Ability to manage multiple tasks and priorities in a fast-paced environment
• Valid drivers license with a good driving record

Essential Duties and Responsibilities

• Provide administrative and office support including data entry filing record keeping and document management
• Answer incoming calls respond to general inquiries take messages and direct calls appropriately
• Greet customers promptly and professionally to ensure a positive customer experience
• Schedule appointments in accordance with dealership policy and assist with transferring customers to Service Advisors as needed
• Conduct customer follow-up and communicate by phone text and email regarding campaigns and service-related outreach
• Download and review manifest lists provided by General Motors
• Maintain organized paper and electronic filing systems and review work for completeness and accuracy
• Support Service Department operations by assisting with errands moving vehicles delivering vehicles to vendors helping Service Advisors and updating customer rental or loaner vehicle information
• Communicate regularly with the Service Manager regarding workload project status and departmental activities
• Build and maintain positive working relationships with customers vendors and team members
• Promote a courteous respectful and professional work environment
• Perform other duties and special projects as assigned
• Other duties and responsibilities as needed

Qualifications

• Previous front desk receptionist or administrative support experience preferred
• Working knowledge of body repair methods preferred
• Excellent oral and written communication skills
• Ability to read understand and follow instructions and information
• Ability to learn and effectively use dealership computer systems
• Experience with computer data entry and maintaining accurate records
• Ability to manage multiple tasks and deadlines effectively
• Professional appearance and demeanor

Working Conditions

This position requires sitting at a desk as well as working throughout the Service Department.

Regular use of office equipment is required including a computer telephone copier fax machine and calculator.

The work environment may include exposure to noise vibration and a high volume of activity.