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 driver’s 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.