• Receptionist

    Location US-WI-La Crosse
    Posted Date 2 weeks ago(8/2/2018 3:32 PM)
    Job ID
    08.02.2018-2095
    # Positions
    1
    Category
    Administrative/Clerical
    Dealership
    Toyota of La Crosse
    Type
    Regular Full-Time
  • Summary

    Receives calls at the dealership, determines the nature of their business, and directs callers to their destination.  Answers basic inquiries, routes incoming call, takes messages, adn provides basic information to all callers.  Performs various clerical duties including filing, copying and scanning.

    Responsibilities

    • Operates a multi-line phone system.
    • Answers all incoming calls in a prompt, polite, professional manner, transferring them to the appropriate person or department quickly.
    • Minimizes the time callers are on hold and checks back with them frequently to ensure they wish to continue holding.
    • Processes outgoing mail daily.
    • Provides voicemail for callers if employee cannot be reached.  Takes detailed messages when voicemail is not taken by caller and delivers message to appropriate party in a timely manner.
    • Greets showroom customers in a professional, friendly, hospitable manner and determines the nature of their visit. 
    • Issues and checks in plates and gas cards and maintains the log for each throughout the day.
    • Verifies that the customer showroom is neat and tidy and stocked with cookies, coffee and teas.
    • Directs customers to the correct department, notifies the appropriate employee that a customer is waiting and introduces the customer to a salesperson.

    Accounting and Clerical Tasks:

    • Scans all Service, Parts and Accounting items onto Dealership scan site.
    • Keeps a detailed log of all ROs received and scanned.
    • Assists with Office Employee sick/vacation days.
    • Prepares accounts receivable statements on a monthly basis. Ensures statements are accurate and control variances are corrected. Reports any past due balances to Controller.
    • Maintains a complete and accurate file of Sales & Use tax Exemption Certificates and W9s. Reaches out to vendors that need updated or completed information.
    • Posts all Factory invoices.
    • Assist with Month-End reconciliations.
    • Assists Office Manager with other projects and duties as assigned.
    • Completes general clerical duties as assigned.
    • Maintains a neat work area.

     

    Vehicle Buys and Sales:

    • Posts the purchase of new vehicles once the vehicle is transported to the Dealership and the Manufacturer releases an invoice.

    Qualifications

    Must have excellent phone etiquette.

    Must have excellent verbal and written communication skills.

    Must possess exceptional interpersonal communication skills.

    Must be punctual.

    Must have knowledge of Microsoft Office and Excel.

    Must possess the ability to multi-task.

    Must possess strong organizational skills.

    Must have the ability to speak clearly so others can understand you.

    Must possess the ability to work independently on assigned tasks as well as to accept direction on given assignments.

    Must have a professional appearance and manner.

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