JOB TITLE: Receptionist

EMPLOYER: Grey Wolf Auto Group

DEPARTMENT: Administration

REPORTS TO: Office Manger

EFFECTIVE DATE: 11/1/2022

SUMMARY: Serves as initial contact for all callers and visitors to organization.

DUTIES AND RESPONSIBILITIES:

• Answers, screens, and directs calls on multi-line phone system in a courteous and professional manner; takes messages and/or forwards telephone calls to appropriate employee, voice mail, or pager.
• Clears messages and delivers to appropriate employees.
• Meets and greets all visitors; determines their needs and directs them to the appropriate employee/locations.
• Responds to visitors, clients, and employees in a courteous and professional manner.
• Stocks in New Vehicles on arrival to dealership.
• Prepares MSO packets for incoming vehicles
• Scans Repair Orders from Service
• Receipts monies from down payments cash, checks etc.
• Maintains coffee bar, popcorn machine (clean nightly) turn On TV in am Off at closing. Am shift unlocks sales doors.
• Composes and types of routine correspondence as required.
• Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing as required.
• Organizes and maintains file system, files correspondence and other records.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• Performs other related duties as assigned by management.

QUALIFICATIONS:

• High School Diploma, two to four years related experience, or equivalent combination of education and experience.
• Excellent verbal and written communication skills.
• Proficient on Microsoft Word, Excel, Microsoft Email
• Strong interpersonal skills.

• Ability to understand and follow written and verbal instructions
• Ability to deal effectively with a diversity of individuals at all organizational levels.

• Commitment to excellence and high standards.
• Strong organizational skills; able to manage priorities and workflow.

Versatility, flexibility, and a willingness to work within constantly changing

priorities with enthusiasm.

• Must be able to speak, read, write, and understand the primary language(s) used

in the workplace.

• Bilingual skills a plus.

• Professional appearance and demeanor

• Ability to perform diversified clerical functions and basic accounting procedures.
• Dealership experience a plus, but not required

COMPETENCIES:

• Analytical--Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.
• Problem Solving--Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Customer Service--Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Interpersonal Skills--Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Oral Communication--Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication--Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Teamwork--Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
• Professionalism--Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality--Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Quantity--Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
• Safety and Security--Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Adaptability--Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality--Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability--Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative--Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
• Innovation--Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Occasionally/Frequently/Continually required to stand
• Occasionally/Frequently/Continually required to walk
• Occasionally/Frequently/Continually required to sit
• Occasionally/Frequently/Continually required to utilize hand and finger dexterity
• Occasionally/Frequently/Continually required to talk or hear
• Occasionally/Frequently/Continually utilize visual acuity to operate equipment, read technical information, and/or use a keyboard

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.