Dealership Administrative Assistant
Overview:
We are seeking a highly organized and detail-oriented Dealership Administrative Assistant to support the daily operations of our automotive dealership. The ideal candidate will possess strong administrative skills, excellent communication abilities, and experience handling vehicle sales documentation, licensing procedures, and customer service. This role is essential in ensuring smooth dealership operations and maintaining compliance with industry and regulatory requirements.
Duties:
- Manage front desk responsibilities, including greeting customers and answering multi-line phone systems professionally and courteously.
- Process vehicle sales documentation, ownership transfers, registrations, and licensing paperwork accurately.
- Handle ServiceOntario transactions, plate transfers, vehicle permits, and Ministry-related documentation.
- Maintain organized digital and physical filing systems for vehicle deals, customer records, and compliance documents.
- Assist with vehicle inventory management and ensure all dealership files are complete and accurate.
- Support sales and finance teams by preparing deal jackets, contracts, and vehicle delivery documentation.
- Create and manage vehicle advertisements on AutoTrader, Facebook Marketplace, Kijiji, dealership websites, and other online platforms.
- Perform data entry tasks accurately using Microsoft Office, Google Workspace, and dealership management software.
- Assist with bookkeeping, accounts payable/receivable, and basic financial recordkeeping.
- Provide exceptional customer service by responding to inquiries, scheduling appointments, and assisting customers throughout the sales process.
- Proofread correspondence, contracts, and dealership documents for accuracy and compliance.
- Support general office administration, including scanning, photocopying, mailing, and document management.
Qualifications:
- Previous experience in dealership administration, automotive sales administration, or office administration preferred.
- Knowledge of vehicle registration procedures, ownership transfers, ServiceOntario transactions, and Ministry requirements.
- Experience preparing vehicle sales documents and maintaining deal files.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace.
- Strong computer skills and ability to learn dealership management software quickly.
- Experience with bookkeeping, QuickBooks, or accounting software is an asset.
- Excellent organizational skills and attention to detail.
- Strong customer service and communication skills.
- Effective phone etiquette and experience managing multi-line phone systems.
- Ability to perform accurate data entry and manage multiple priorities in a fast-paced environment.
- Experience with online vehicle advertising and inventory management is considered an asset.
- Valid driver's license is preferred.
What We Offer:
- Competitive compensation.
- Supportive and professional work environment.
- Opportunity for growth within a growing automotive dealership.
- Full-time, stable employment with ongoing training and development.
We are looking for a motivated and dependable individual who can contribute to our dealership's success through professionalism, accuracy, and exceptional customer service.
Pay: $20.00-$25.00 per hour
Benefits:
- Casual dress
- Company events
- Flexible schedule
- On-site parking
Ability to commute/relocate:
- Kitchener, ON N2P 2J5: reliably commute or plan to relocate before starting work (required)
Experience:
- Administrative: 1 year (required)
Work Location: In person
