Administrative Assistant

Job Description:

Renn Kirby Auto is looking for a reliable and detail-oriented Hybrid Remote Administrative Assistant to join our team! This role allows you to work primarily from home, with the flexibility to perform receptionist duties remotely. You will be responsible for managing the day-to-day administrative tasks and interacting with customers both over the phone and online for our Frederick, Maryland and our Charles Town, West Virginia locations. The position requires you to be on-site only one day a week for team collaboration and to help maintain dealership operations.

Key Responsibilities:

• Receptionist Duties:

  • Answer and direct inbound phone calls, ensuring they are routed to the appropriate departments or individuals.

  • Greet and assist customers over the phone, answering their questions, scheduling appointments, and providing general information about our services.

  • Manage the appointment scheduling for test drives, service appointments, and other customer meetings as needed.

  • Respond to customer inquiries via email and chat as needed, providing assistance or directing them to the appropriate department.

• Administrative Support:

  • Perform various administrative tasks such as data entry, filing, document preparation, and record-keeping.

  • Coordinate with sales, service, and parts departments to ensure smooth communication and support dealership functions.

  • Manage and respond to emails, customer inquiries, and follow-ups in a timely manner.

  • Assist with social media updates and customer communications.

  • Prepare and maintain reports, customer records, and other necessary documents.

• On-Site Responsibilities (One Day a Week):

  • Attend the dealership one day per week to handle any in-person administrative tasks.

  • Assist with maintaining the front-office area to ensure it remains professional and organized.

  • Collaborate with the team for meetings, providing remote work support and guidance as needed.

Hybrid Work Schedule: This position offers a flexible hybrid schedule, with the majority of work being done remotely and only one on-site day each week.

Requirements:

• Previous experience as a receptionist or administrative assistant, preferably in an automotive dealership or related field.

• Strong communication skills (both written and verbal) and excellent customer service abilities.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and experience with CRM systems.

• Comfortable using phone systems and virtual communication tools (e.g., Zoom, Slack).

• Ability to work independently and manage time effectively in a remote work environment.

• Must have reliable internet access and a dedicated workspace for remote duties.

• Ability to commute to the dealership one day per week.

• High school diploma or equivalent (Associate’s degree preferred).

What We Offer:

• Competitive salary with benefits (health, dental, vision).

• Paid time off and holidays.

• Flexible, hybrid work schedule that promotes work-life balance.

• Opportunities for professional growth and development within the dealership.

• Discounts on vehicle service, parts, and purchases

Renn Kirby Auto is an Equal Opportunity Employer. We are committed to providing a work environment that is free of discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, disability, or protected veteran status. We encourage individuals from all backgrounds to apply.