Receptionist, Administrative​/Clerical

Position Description

Receptionist is responsible for performing a variety of tasks to ensure our customers have a positive experience and a good first impression, by phone or in person, of our Mazda of Clearwater team. On most occasions, the Receptionist is the first point of contact for the company. As such, the Receptionist has the responsibility to make sure people feel welcomed, valued, and that they get the assistance or information they need from the dealership.

Receptionists greet customers, clients, visitors, and vendors and answer phone calls while maintaining professional composure throughout each interaction. They manage and filter all communication from outside sources to internal employees either by phone, email, or verbally; receive and/or sign for packages; and ensure the front desk is always kept in order.

This position provides full-time and part-time opportunities. This is not a managerial position.

• Greets showroom customers and determines the nature of their visit.
• Greets service department customers in the customer waiting area during the morning hours and ensures their comfort.
• Answers basic customer inquiries. Refers more extensive inquiries to the appropriate person.
• Directs customers to the correct department, notifies the appropriate salesperson that a customer is waiting, or introduces the customer to a salesperson.
• Assist physically challenged customers and those with special needs.
• Share customer feedback with the appropriate manager.
• Manage telephone system – answer, screen, or forward calls, providing information, and taking messages.
• Collect and distribute mail, parcels, and courier deliveries to the appropriate departments or employees within the organization.
• Perform administrative support tasks, such as proofreading documents, records, or other files; transcribing information; or inputting data into computer software applications.
• Perform clerical tasks in support of administrative or operational needs.
• Prepare business correspondence as needed.
• Coordinate with both the Sales and Service Departments to ascertain personnel available to receive customer calls and to facilitate paging within the dealership.
• Maintain the integrity of each entrance or egress designated for public use with regard to safe access free of obstructions or impediments, and both note and report the operation of each door, relaying in writing any problems to the Facility Manager.
• Facilitate the safe evacuation of customers and employees in the showroom area in case of an emergency or other situation.
• Monitor the cleanliness of the customer waiting areas, both service and showroom, and alert the facility custodian of any concerns. Assist in maintaining the cleanliness and orderliness of the hot beverage area and clean/disinfect counter surfaces at close of shift; restock water and related supplies as needed.
• Clean and polish reception furniture and fixtures.
• Empty all trash receptacles, in the reception area and adjacent to the front entrance of the dealership.

• Complete additional/other tasks as assigned by the Office Manager and/or Controller.

• Work with Computers – using computers and computer systems (including hardware and software) to enter data or process information.
• Customer Service – assess customer needs, interact positively, and facilitate an excellent experience;
• Concern for Others – requires being sensitive to others' needs and feelings and being understanding and helpful on the job;
• Active Listening – give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and do not interrupt at inappropriate times;
• Oral Comprehension and Expression – listen to understand and convey information effectively;
• Problem Sensitivity – the ability to tell when something is wrong or likely to go wrong;
• Cooperation – being pleasant with others on the job and displaying a good-natured, cooperative attitude; and
• Self
  - Control – maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very di ffi cult situations.

• Maintain…