Job Title: Receptionist

Department: Business Office

Reports to: Business Manager/Office Manager

FLSA Status: Non-Exempt

Direct Reports: None

Position Description: This position operates a multi-line phone system, screens, intercepts and routes incoming calls and takes thorough messages, and provides basic information to callers in a courteous and professional manner, and helps managers as requested.

Duties & Responsibilities: 

The primary duties consist of but are not limited to the following.

• Operates a multi-line phone system and screens incoming calls as requested by managers.
• Answers all incoming calls in a prompt, polite, professional manner, transferring them to the appropriate person or department quickly, or operating the dealership paging system to call individuals to the phone.
• Minimizes the time callers are on hold and checks back with them frequently to ensure they wish to continue holding.
• Takes detailed messages when call cannot be completed including caller's name, telephone number, time of call, and information requested, and delivers to appropriate party in a timely manner.
• Develops knowledge of basic dealership information in order to respond to callers who have general inquiries.
• Scans Company documents into scan system as required daily.

• Performs other duties as assigned or requested to assure optimum service levels.
• Performs general office duties such as typing, operating office machines, and sorting mail.
• Protects organization’s values by keeping customer information confidential.

• Attends meetings and training sessions as scheduled.
• Follow policies and procedures as set forth in Employee Handbook.
• Must have the ability to report for work on time, follow directions, interact effectively with co-workers, understand, and follow rules and procedures and accept constructive criticism.
• Must use all company data bases and software according to company trained process and procedures.
• Must maintain an 100% training status on all manufacturer and systems used by the Company all times.

• Performs other duties as assigned by management.

Qualifications: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. 

Must demonstrate the ability to read, write and communicate the English language.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Education & Experience: 

High school diploma or general education degree (GED); or one to three year’s related experience and/or training; or equivalent combination of education and experience. 

Language Skills:

Ability to communicate orally or in written form effectively with co-workers, potential and current clients, Ability to read, analyze and interpret written and verbal instructions in the English Language, with a time duration of 5 days a week 8-10 hours per day. Ability to write routine reports and correspondence, including writing grammatically correct emails and text messages in the English Language, with a time duration of 5 days a week 8-10 hours per day.  Ability to effectively present information and respond to questions from managers, clients, and customers in the English Language, with a time duration of 5 days a week 8-10 hours per day.  

Mathematical Skills: 

Ability to calculate figures and amounts by adding, subtracting, multiplying and dividing. Mathematical skills will be regularly required 5 days a week, 8 to 10 hours per day. Ability to calculate ETA (estimated time of arrival) of product by giving time frame in date and clock time format. 

Reasoning Ability: 

Ability to define problems, collect data, establish facts, and draw valid conclusions with a time duration of 5 days a week 8-10 hours per day. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form with a time duration of 5 days a week 8-10 hours per day.  Demonstrate the ability to anticipate and solve practical problems or resolve issues with a time duration of 5 days a week 8-10 hours per day. The above reasoning abilities will be regularly required 5 days a week, 8 to 10 hours per day.

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to work 5 days a week, 8 to 10 hours per day. The employee is regularly required to talk and hear in person and via phone with a time duration of 5 days a week 8-10 hours per day. The employee frequently is required to walk and reach with hands and arms with a time duration of 5 days a week 8-10 hours per day. The employee is frequently required to sit or stand as needed with a time duration of 5 days a week 8-10 hours per day at desk, in an office and car lot environment. Manual dexterity to perform data entry functions. May require walking primarily on a level and unlevel surfaces for periodic periods throughout the day with a time duration of 5 days a week 8-10 hours per day. Reaching above shoulder heights, below the waist or lifting as required to file documents or store materials throughout the workday with a time duration of 5 days a week 8-10 hours per day.

The employee must have excellent keyboarding skills.  The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25-30 pounds with a time duration of 5 days a week 8-10 hours per day.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus, Visual acuity to read documents, computer screens, files, etc. with a time duration of 5 days a week 8-10 hours per day. 

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is exposed to an office and car lot work environment. The noise level in these work environments is usually moderate to high.  Primary environment: ambient room temperatures and lighting and traditional office equipment as found in a typical office environment such as, computers, phones, fax and scan machines. May require walking primarily on an unleveled surface for periodic periods throughout the day with a time duration of 5 days a week 8-10 hours per day.

The statements herein are intended to describe the general nature and levels of the work performed by employees, but are not a complete list of responsibilities, duties, and skills required of personnel so classified.  Furthermore, the job description does not constitute a written, or implied contract for employment.  Martin Automotive Group/Glendora Chevrolet reserves the right to revise or change job duties and responsibilities as the need arises.

Martin Automotive Group/Glendora Chevrolet is an Equal Opportunity Employer and does not discriminate against otherwise qualified applicants on the basis of race, color, religion, national origin, sex, age, gender identity, sexual orientation, veteran status or on the basis of disability.

Approved By: ____________________________ Date: _____________________

Reviewed By: Employee & Manager:

JOB CODE: 1000350