Administrative Assistant

Mission/Purpose of the Job

Greet customers/visitors and direct incoming phone calls. Process accounts payables and other branch administrative duties.

This position reports to the Finance and Insurance Manager.

Key Responsibilities

• Receive and direct phone calls to the appropriate staff member.
• Greet customers, visitors and vendors and direct to appropriate staff member.
• Process invoices through accounts payable, post purchase orders and internals to inventory.
• Obtain and record customers name and referral on daily log sheet.
• Sort and distribute incoming mail.
• Process branch petty cash.
• Report branch deposits and credit cards to corporate.
• Scan final recap package to Accounting.
• File truck files after F&I Manager has completed sale transaction.
• Provide support/back-up for Finance & Insurance Manager.
• Check titles in daily.
• Copy, scan and file documents according to auditing guidelines.
• Project a positive and friendly attitude towards customers and co-workers.

Essential Educational and/or Training Qualifications and Certificates

• High school diploma

Preferred Experience and Knowledge

• Accounts payable experience
• Customers service experience
• MS office proficient
• Excellent phone etiquette 
• Organizational skills and multitasking ability

Critical Competencies

• Builds Networks: Effectively building formal and informal relationship networks inside and outside the organization.
• Communicates Effectively:  Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
• Plans and Aligns:  Planning and prioritizing work to meet commitments aligned with organizational goals.
• Resourcefulness:  Securing and deploying resources effectively and efficiently.
• Ensures Accountability:  Holding self and other accountable to meet commitments.
• Tech Savvy:  Anticipating and adopting innovations in business-building digital and technology applications.
• Instills Trust:  Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Situational adaptability:  Adapting approach and demeanour in real time to match the shifting demands of different situations.
• Customer Focus:  Building strong customer relationships and delivering customer-centric solutions.
• Optimizes Work Processes:  Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
• Interpersonal Savvy:  Relating openly and comfortably with diverse groups of people.