Receptionist

Role Summary:

The receptionist at a dealership serves as the first point of contact for customers, whether in person or over the phone. This role is responsible for creating a welcoming atmosphere, managing front desk operations, directing inquiries to the right departments, and performing basic administrative tasks.

Key Duties and Responsibilities

Customer Service:

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  Greet all customers and visitors in a friendly, professional manner

  
  


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  Answer customer inquiries or direct them to the appropriate department (sales, service, parts, finance, etc.)

  
  


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  Ensure the waiting area and reception space is clean, organized, and welcoming

  
  


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  Offer refreshments or assistance while customers wait

  
  

Phone Handling:

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  Answer and route incoming phone calls using a multi-line system

  
  


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  Take detailed messages when necessary and deliver them promptly

  
  


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  Schedule appointments or follow-ups for the sales or service team

  
  

Administrative Support:

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  Maintain front desk operations, including handling mail and deliveries

  
  


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  Assist with data entry, filing, and updating customer records

  
  


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  Prepare basic documentation (e.g., customer welcome packets, appointment reminders)

  
  


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  Manage showroom and service appointment calendars

  
  

System & Record Management:

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  Use dealership management software (e.g., CDK, Reynolds & Reynolds) to look up or enter information

  
  


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  Keep logs of customer visits, phone inquiries, and showroom traffic if needed

  
  

Coordination:

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  Communicate effectively with salespeople, service advisors, and managers to ensure smooth customer flow

  
  


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  Support event coordination or promotional materials when required (e.g., sales events, test drives)

  
  

Required Skills and Qualifications

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  Strong verbal and written communication skills

  
  


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  Professional appearance and demeanor

  
  


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  Ability to multitask in a fast-paced environment

  
  


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  Basic computer literacy (MS Office, email, DMS software)

  
  


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  Organizational and time-management skills

  
  


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  Previous receptionist or customer-facing experience (preferred)