Job Function: Exceptional Customer Service. Providing excellent customer service by greeting customers in the store and on the phone and directing them to the appropriate personnel in a timely, friendly and professional manner, as well as performing other administrative duties required.
Reporting Relationships: You report directly to the General Manager. You have a functional relationship to all other administrative staff, salespersons, parts, and service personnel.
Responsibilities: As Administrative Assistant/Sales – Receptionist, you are responsible for:
- EXCELLENT CUSTOMER SERVICE: greeting customers in the store and on the phones in a friendly and professional manner, answering their questions, and directing them to the appropriate personnel in the store to assist them.
- ACCURATE TRANSACTION POSTING/FILING: ensure accurate filing and scanning of all documents so they can be easily retrieved. Accurate inputting and correcting of data in a variety of information systems.
- COMPLETION OF KUBOTA SALES FINANCE DOCUMENTATION: work with the sales staff and customers when requested to complete Kubota contracts, insurance, DocuSign, and all other documentation required.
- CONFIDENTIAL HANDLING OF CUSTOMER INFORMATION: ensure all customer personal information is managed discreetly and is protected against identity theft in accordance with the red flag rules.
Principal Duties: The principal duties of the Administrative Assistant – Sales Support consist of but are not limited to the following. Some duties are shared with other personnel.
- Greeting customers and answering phone calls in a timely, friendly, and professional manner. Accepting cash and credit card payments for cash counter tags and equipment purchases.
- Back-up to end of day balancing of cash drawer and receipts as needed.
- Back-up to daily posting of POS Batch.
- Scanning to CDK Multimedia electronic filing
- Equipment invoices
- Equipment sales
- Internal work orders
- Shipping documents
- Other documents as needed or requested
- Paper filing
- Produce equipment quotes for Sales team as needed in store or from the field. Slack or Email quotes to Sales team.
- Assist with traffic tickets, memo posting, sales marks on CDK.
- Coordinate with customers and our manufacturing partners to generate financing and lease documents to support Sales team.
- Prepare finance and other documentation for purchases of equipment. This includes following up with information requests and requesting certificates of insurance and other documentation as needed for the Sales team.
- Review and submit final sales package via Smartsheet to our Turlock team for processing.
- Assist Sales team with manufacturer and industry events as required locally.
- Use KPAW, CNH Portal, Hitachi, and CDK in support of operations.
- Invoice support for Parts and Service departments as needed.
COMPENSATION
- Hourly Wage Range: DOE
- Non-Exempt
- Medical/Dental/Vision/Life Ins./401k
- PTO
Qualifications
- Knowledge of administrative and clerical procedures and systems such as word processing, and managing files and records.
- A smiling, outgoing personality.
- Strong command of the English language, including the ability to speak clearly and effectively.
- Basic financial knowledge, including knowledge of accounts payable and accounts receivable.
- Commitment to maintain standards and address issues in a timely, professional manner.
Working Conditions
- Long hours seated
- Requires a great deal of interaction with customers, both in-person and over the telephone
- Requires dealing with paperwork and filing
