WHO WE ARE?

The Tony Graham Automotive Group (TGAG) is a reputable and established business, with over 50 years in the Ottawa area. Our group consists of Tony Graham Toyota, Tony Graham Lexus, Kanata Toyota, Tony Graham AutoEdge, Collision Center, and AADA Leasing. We recognize that our employees define us; we cannot deliver a great customer experience without a talented team. The car industry is a constantly changing, fast-paced industry that offers fulfilling careers and competitive salaries. It is a huge industry with jobs available in all segments, room for growth, and a wide array of choices for both those who are looking to jumpstart an exciting career or change career paths. We offer a unique, diverse and dynamic work environment.

JOB SUMMARY

The Reception/Inventory Clerk will be responsible for welcoming and directing all guests entering the dealership in a professional, courteous and prompt manner. The incumbent will answer some telephone inquiries in a friendly, courteous manner, directing the caller to appropriate receiver. Assist customers (both by phone and physically at the reception counter) by having their request directed to the appropriate person.
The Reception/Inventory Clerk will also assist the management team with the day-to-day administrative duties for both New and Pre-Owned Vehicle Sales. This position will work closely with the Sales Team and assist in ensuring inventory and licensing are completed in accordance with applicable processes and legislation. This position will perform many administrative functions including preparing retail files for Ministry of Transportation/Service Ontario registration and assisting with customer inquiries regarding title and registration. This position will locate purchase and place in stock any vehicle required by the dealership. The position ensures positive and professional working relations with all clients.

EDUCATION AND QUALIFICATION

• Successful completion of Secondary education
• Valid G Class Driver’s License and a clear driving record

EXPERIENCE

• Must have minimum one year of administrative, customer service and/or licensing experience
• Previous dealership experience in a similar capacity is considered an asset

SKILLS

• Mature personality and sound judgement skills
• Effective interpersonal and communication skills
• Excellent computer knowledge – Excel and database management, typing and data entry
• Excellent Verbal and Written Communication Skills and Strong Interpersonal Skills
• Strong organization skills

ABILITIES

• Ability to work independently with minimal supervision
• Ability to organize and manage workload, multiple & conflicting priorities and demands
• Ability to juggle and prioritize multiple facets and operational components
• Ability to work in a fast-paced environment
• Ability to work on several projects simultaneously and ensure attention to detail
• Friendly and pleasant disposition, including willing and able to smile warmly to all customers being greeted or assisted

• Operate telephone system with professionalism and efficiency;
• Conduct all duties professionally and ensure excellent customer service in all interactions;
• Complete all job duties promptly and efficiently in a courteous manner;
• Reduce the amount of time customers are on hold by answering calls in a timely and efficient manner. To diplomatically place longer conversation calls on hold or re-direct so that service to other incoming calls not to be affected;
• Organization of “Up” rotations for each salesperson, to ensure equal opportunity of customer attention and to allow maximum productivity;
• Identify service calls on queue and remind Service Department by paging a reminder. Also, inform customers of any delay in the calls being answered when queue is full, and giving the option of holding or taking a message for a return call at the first available moment by a Service representative;
• Relay information by leaving messages for the other Reception-Administrative Clerk of situations or events that must be known to perform the job properly the following shift (i.e. shift changes, who is in or out and expected time of return, scheduled appointments or expected customer calls, etc.);
• Review and prepare retail file documents for Ministry of Transportation/Service Ontario registration;
• Work with the sales team to ensure file documentation is in accordance with standards and legislation;
• Assist with customer inquiries regarding plates, title and registration;
• Create and distribute various reports; track, prepare, report targets for day 10, 20, and month end;
• Assist with ordering vehicles from the manufacturer;
• Maintain files as assigned;
• Perform administrative functions, including but not limited to; filing, answering phones, billing, typing, data entry, order office supply etc.;
• Preparing licensing documents and performing vehicles registrations;
• Transferring trade-in ownership to Tony Graham name;
• Assist with price protection;
• Make daily license bureau trips to Service Ontario and Quebec Licensing Office(s);
• Stock in all used car inventory;
• Stock in all lease returns;
• Create all used car files;
• Maintaining and keeping updated records in the Garage registry;
• All wholesale bill of sales for selling and purchase;
• Track and organize files for Fleet Manager;
• Attend and actively participate in scheduled sales department meetings;
• Attend training /seminar courses as required;
• Promote every aspect of the Tony Graham Automotive Group;
• Ensure compliance with all applicable legislation (i.e., OMVIC guidelines and regulations, Employment Standards Act, Occupational Health and Safety Act, Human Rights Code);
• Any other duties, as assigned.