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.