Job Title: Office Coordinator
Position Specifics:
Department: Administrative
FLSA Status: Non-Exempt
Reports to: Store Lead
Supervises: None
Management Position: No
Purpose:
Performs a full range of administrative support duties, including; cashier (if applicable), balancing cash receipts, preparing bank deposits, Farm Plan, and credit card receivable.
Responsibilities:
Responsibilities
• Scan documents and load them into Sales Workflow.
• Run cards and complete customer signatures for sales.
• Utilizing checklist, verify that all sales documents are included in each deal.
• Complete and mail monthly thank you notes to customers.
• Assist the Support Center with making monthly customer calls.
• Provide backup and support for Parts and Services on an as-needed basis.
• Job Trainer for any new office coordinators.
• Receives and refers visitors and telephone callers, ensuring these individuals have directed to the proper parties within the dealership or delegates this duty to another when needed.
• Prepares bank deposits and balances cash receipts, Farm Plan, and credit cards.
• Distribute all inter/intra company mail.
• Monitor and stock office, cleaning, and vendor supplies.
• Provide invoices, reports, or other documents as needed for sales, parts, or service department.
• Maintain office equipment in working condition.
• Maintain petty cash records.
• Support management in the pursuit of corporate policies, plans, goals, and long-term objectives.
• Foster a great place to work environment, encouraging accountability, open communication, teamwork, and a commitment to serving the customer.
• Participate in all business and/or department activities related to ensuring the customer experience is positive.
• Follow all safety rules and regulations while performing work assignments and adhere to all policies and procedures as specified in company manuals and as directed in the employee handbook.
• Conduct self in the presence of customers and community so as to present a professional image of Hutson Inc.
• Proactively seek and participate in available company-sponsored training, in an effort to develop and advance knowledge base and skill set.
• Participate in all company/location driven communication efforts, including department meetings and other related efforts.
• Maintain a positive and professional working relationship with peers, management, and support resources, with a constant commitment to teamwork and exemplary customer service.
• Perform all other duties as assigned by management in a professional and efficient manner.
• Ensure that company's reputation and image in the community is consistent with Hutson Inc. Core Values.
Experience, Education, and Skills:
• High School Diploma or GED equivalent required.
• 2 years of customer service experience required.
• Work independently with little or no supervision while functioning in a team environment.
• Ability to work with various computer software packages, including Microsoft Word, Outlook and Excel.
• Ability to communicate with customers and solve any problems that may arise.
• Flexibility to adjust to a dynamic work environment.
• Excellent organizational skills.
• Verbal and nonverbal communication skills.
Essential Eligibility Requirements:
• Valid Driver's License
Essential Job Requirements:
1. General Physical Requirements:
• Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.
2. Physical Activities:
• Reaching, Lifting, Fingering, Grasping, Feeling, Talking, Hearing, and Repetitive Motions
Revision Date: 9/12/19
3. Visual Acuity:
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading; visual inspection involving small defects, small parts and/or operation of machines (includes inspection); using measurement devices; and/or assembly of fabrication of parts at distances close to the eyes.
• The worker is required to have visual acuity to determine the accuracy, neatness, thoroughness of work assigned or to make general observations of facilities or structures.
4. Working Conditions:
• None: The worker is not substantially exposed to adverse environmental conditions.
