The Core Objective of the Receptionist is to support the efficient day-to-day operations of the Vancouver Mitsubishi team. The Receptionist will leverage the ability of all team members to provide stellar customer service to current clients, maintain relationships with past clients and referral sources, and grow awareness of Vanmits unique differentiators in the market.
Key Responsibilities:
Provides a professional, positive and energetic first point of contact for all current and potential clients
Supports the team in all administrative functions required for vehicle acquisition and sale.
Supports the team in maintaining regular contact and positive relationships with current, past and prospective clients
Takes leadership in evolving the administrative systems to enhance efficiency, service and sales
Provides basic social media, web maintenance and marketing support
Assists in organizing and promoting marketing events.
Primary Duties:
1) Reception & General Administration (40%)
Answer general phone inquiries and greet walk-in customers in a professional, courteous and cheerful manner
Capture all contact information from new leads calling in regarding referral website and portal listings and log it in CRM
Direct phone inquiries to the appropriate team member
Reply to general information requests with the accurate information
Relay voicemail from the general mailbox to the appropriate team member
Ensure Sales and Management Team receive accurate messages that include name and phone number in a timely manner.
Maintain and upgrade all administrative systems as required
Use word processing, spreadsheet, and database software
Sort incoming mail, faxes, and deliveries for distribution
Prepare and send outgoing faxes, mail, and packages, invoices and filing
Forward incoming general e-mails to the appropriate team member
Enter data into PBS and other tools ensuring all CRM tools are accurate and up to date at all times.
Optimize use of PBS tools to maximize investment in this software.
Book appointments for sales and service.
Update all calendars on a continuous basis to ensure all team member calendars are current at all times.
Order office supplies
Support in maintaining BambooHR
Provide general administrative support to all team members as required
Arranging Courier – When Needed
Google Drive management for inventory / create digital file from physical file
Follow up on warranty claims with warranty provider
3) Bookkeeping Support (20%)
Closing Visa Batch – Daily
Taking Payments and Managing Till
Entering All Types Of Invoices and Receipts- Daily
Filing – Daily
Bank Deposits – Daily
4) Maintaining Relationships with Database (20%)
Send out birthday, anniversary and thank you cards
Purchase and arrange for delivery of client gifts
Make full use of PBS to track long-term client relationships and schedule follow up contact and visits with associates
5) Marketing, Web and Social Media (20%)
Creates and sends out electronic newsletter on a monthly basis
Posts blogs on a weekly basis
Supports in identifying and/or creating social media content
Update social media (twitter, linked in, etc.)
Manage website to ensure constantly up to date
Assists in planning, coordinating and promoting special events (block parties, summer BBQs etc.) May include creating flyers, assisting at events, getting sponsors, arranging equipment, etc.
Creates and works to optimize basic marketing systems.
Job Qualifications:
Excellent written and verbal communication skills. Fluency in English is required. Fluency in Mandarin and/or Korean and other languages is an asset.
Advanced ability in Microsoft Office Suite (Word, Excel, Office, PowerPoint)
Proficient in database management software (knowledge of Top Producer ideal)
Proficient in using G-Suite, Google Calendar and other tools to facilitate working with a virtual/mobile team
Basic to intermediate website and social media administration ability (experience in using WordPress, Facebook, Twitter, LinkedIn, blogging, updating websites etc.)
Proficient in use of all office equipment
Automotive industry experience would be an asset but is not required
Personal Qualifications:
Highly organized with the ability to get and keep others organized.
Excellent time management skills; the capacity to prioritize by assessing situations to determine urgency; ability to develop a work schedule, set goals, create / implement actions plans and monitor progress towards goals.
Able to think on their feet and make decisions that support customer service excellence.
Technology and systems savvy. Able to teach/coach team members to use technology and systems to help them work more effectively.
Strong attention to detail.
A love of people and a passion for great customer service. Able to anticipate, understand, and respond to the needs of the team and their clients to meet or exceed expectations.
Self-motivated. Works well independently and takes charge of moving things forward without needing to be given direction on every detail.
Team-oriented. Adapts to the changing needs and demands of the team. Works cooperatively with the team to set goals, resolve problems, and enhance organizational effectiveness and results.
Shows leadership. Able to take charge of team members from behind the scenes to ensure they get and stay organized and on top of their “game”.
A valid driver’s license
Authority and Reporting:
The Receptionist reports to the Sales Manager. He/she will also be providing administrative support to other team members and will need to manage time appropriately to meet the needs of all team members efficiently.
Working Conditions:
The Receptionist will work from the Company of Cars office in Vancouver. Hours of work are 9:00am and 5:00pm Monday through Friday
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