Sales Secretary / Receptionnist

Job summary:

    • Assist the sales management team by performing various administrative tasks related to automotive transactions;
    • Handle communications received via email and phone, as well as reception duties;
    • Receive and forward incoming calls and emails;
    • Take messages accurately and provide basic information to callers with courtesy and professionalism;
    • Greet visitors, inquire about the purpose of their visit, and direct them to the appropriate person.

Main responsibilities:

    • Open and prepare files related to vehicle transactions and inter-dealer exchanges;
    • Enter vehicle sales and purchases into the computer system;
    • Generate various statistical reports regarding sales, inventory, orders, and management;
    • Enter manufacturer invoices into the computer system and make adjustments to balance the accounts;
    • Place special orders with suppliers for the purchase and installation of additional items sold to customers;
    • Organize and plan inter-dealer exchanges in collaboration with sales management;
    • Forward the required information to accounting to invoice dealer exchanges;
    • Forward the required information to accounting to issue checks;
    • Assist the sales manager with the registration of new and used cars;
    • Prepare the documents required for the registration of demonstration vehicles.

Telephone-related tasks:

    • Operate a multi-line telephone system and transfer incoming calls to the appropriate personnel;
    • Answer all incoming phone calls and emails promptly, courteously, and professionally, and transfer them quickly to the appropriate person or department;
    • Minimize customer wait times and check in with them periodically to confirm they wish to remain on hold;
    • Take detailed messages when a call cannot be transferred;
    • Screen incoming phone calls at the request of managers;
    • Notify the telephone service manager of any system issues;
    • Update and distribute the company’s employee directory as needed.

Customer reception duties:

    • Greet customers and inquire about the purpose of their visit;
    • Direct customers to the appropriate department and notify the relevant employee that a customer is waiting;
    • Communicate with callers and visitors in a professional, friendly, and efficient manner.

Submit your resume via Auto-jobs.ca.