Construction Dealership Admin

Job Summary

The Administrative Assistant will perform various receptionist/administrative duties in order to provide critical support to the Branch Management Team and undertake administrative functions to ensure effective and efficient branch operations as it relates to office management and service department needs.

Job Responsibilities

Perform daily support activities in the branch office to include but not limited to the following:

• Answer and direct all incoming calls utilize paging system to direct urgent calls to the proper department or specific personnel. Record messages and email for department / employee follow up.
• Service Department admin work (e.g. open and close service jobs, warranty documents, tech service reports and timecards/payroll)
• Coordinate all appointments, interviews, meetings, and travel arrangements as requested by the branch management team
• Open branch mail daily and distribute to the proper department, promptly code all branch operational invoices and submit to be processed in accounts payable for approval. Enter and track various data and reporting mechanisms as assigned such as, monthly mobile fleet mileage logs and truck inspections and trip reports.
• Use IntelliDealer and related programs to enter invoices and purchases on the jobs from outside purchases
• Maintain office supplies inventory periodically check stock to determine inventory level; anticipate needed supplies; evaluate new office products; place and expedite orders for supplies; verify receipt of supplies
• Facilitate internal communication (e.g. distribute information and assist as directed with scheduling customer or company presentations)
• Provide support to all branch personnel in sales, parts and service on an as needed basis
• Keep reception area neat and orderly at all times
• Special projects as assigned by Service Manager or Parts Manager
• Must have High School Diploma or equivalent, an associate’s degree in business is preferred
• Must have a minimum of 5 years’ experience as an Office Manager, Administrative Assistant or similar role is required.
• Excellent written and oral communication and basic mathematical skills.
• Proficient computer skills, including the use of Microsoft programs (Word, Excel, PowerPoint, etc.) and diagnostic use using manufacturer provided programs.
• IntelliDealer and service department experience a plus
• Minimal travel for yearly training will be required
• Accuracy, attention to detail and good organizational skills
• Strong time-management skills and ability to multi-task
• Strong client service focus and ability to work effectively in a team environment while maintaining superior customer service
• Must be self-motivated and able to work with minimal supervision
• Must be able to pass a background, physical, and drug screen