What are the responsibilities and job description for the Branch Administrator position at Miller-Bradford & Risberg?
Reports to the Branch Manager. Is responsible for branch administration support and performing parts & service functions as needed. Responsible for customer service and administrative duties, and coordination of sales & parts functions of job.
1) Customer Service/Sales Administrative Duties
- Assist and direct all customer inquiries and questions.
- Answer and direct incoming calls through MBR phone system.
- Daily distribution and filing of sales contracts, invoices, and correspondence.
- Work with entire branch to ensure total customer satisfaction and profitability.
- Computer data entry in the MBR dealer management system, as well as departmental spreadsheets and reports done in Microsoft Office applications.
- Internet research and data retrieval from Case Dealer Portal, and all vendor websites.
- Maintain literature display, ordering and updating as required.
- Review all expense reports, and proof for Branch Manager approval.
- Coordinate Branch functions; sales meetings, professional associations, and customer appreciation events. Attendance may be required outside of normal business hours.
- Order all office supplies and maintain order in supply stock room.
- Assist at times with picking up and dropping off of mail.
2) Coordinating and Invoicing Sales Department Contracts
- New and Used Sales:
- Process Sales contracts and invoice customer accounts.
- Prepare and distribute Sales to Service memos.
- Designate whole good sales and mark accordingly in MBR dealer management system.
- Assist in making freight arrangements and all related correspondence for intercompany transfers, and delivery and pickup for customers.
- Process delivery/receiving tickets for intercompany transfers, and delivery and receiving of all equipment.
- Distribute financial facts & figures applications to Accounting department, and finished financial documents to Sales Department.
3) Rentals and Demonstrations
- Process Rental and Demonstration contracts and invoice customer accounts.
- Prepare and distribute Sales to Service memos.
- Designate whole good rentals/demos and mark accordingly in MBR dealer system.
- Assist in making freight arrangements and all related correspondence for intercompany transfers, and delivery and pickup for customers.
- Process delivery/receiving tickets for intercompany transfers, and delivery and receiving of all equipment.
- Prepare and maintain UCC filings.
- Set up and maintain periodic billings for rentals.
- Assist in obtaining insurance certificates.
4) Sales Support
- Prioritize daily responsibilities.
- Assist Sales Team with maintaining customer accounts, equipment availability, and related questions.
- Review all contracts to ensure accuracy and total completion.
- Set up new customer accounts and maintain existing ones.
- Reconciliation of invoices and purchases
5) Parts Sales
- Knowledgeable on all computer systems and methods for all parts sales functions
- Familiar with all parts department forms and documents and the appropriate methods for complying with each of the information requirements with these forms
- Maintains current knowledge and skills on changes in any manual or computer- related systems and procedures
- Assists in the accomplishment of all objectives as directed
6) Job function support
- Operates within all parts policies and procedures of the company
- Maintains excellent parts & sales department customer service
- Assists in achieving short and long term department objectives
The individual in this position should be personable, a problem solver, thorough, ethical, and able to adapt to all the responsibility around them – customers, suppliers, department employees, co-workers and manufacturers employees.
Education/Training/Experience
A high school diploma with customer service experience in a sales/parts/ service department for a dealership.
General skill requisites
- Organized
- Detail oriented
- Excellent customer service and communication skills
- Must be proficient with Microsoft Office Applications and have strong computer skills
- Customer service oriented with strong interpersonal skills and positive
phone etiquette
- Ability to service a variety of customers in a professional and courteous manner
Specific skill requisites
- A strong working knowledge of sales departments with experience in service and parts departments
- Ability to work with multiple managers in different roles
- High accuracy and attention to detail in all data entry areas
- Strong financial aptitude
- Posses strong organizational skills
Qualifications
- Administrative experience
- Clerical experience
- Driver's License
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
