Sales Support Representative

Job title

Receptionist

Reports to Office Manager Job purpose

In charge of telephone communications and reception.

Takes and reroutes outside calls; takes accurate messages and provides inquirers with basic information in a courteous and professional manner. Welcomes visitors to the dealership, questions them about the purpose of their visit and refers them to the appropriate individuals.

Duties and responsibilities

Operates a multi-line telephone system and transfers calls taken to the individuals concerned.

Answers all incoming calls quickly and in a courteous and professional manner, and quickly transfers them to the individual or department concerned.

Minimizes the time customers spend on hold and inquires several times if they wish to continue to wait.

Takes detailed messages when the call cannot be transferred, including the caller’s name, his/her telephone number, the time of the call and the information requested; forwards this information to the individual concerned as soon as possible.

Filters incoming telephone calls, at the request of management.

Advises the telephone company’s maintenance department of any problems with their system.

Updates and distributes the dealership telephone listing, as necessary.

Welcomes customers visiting the show room and inquires as to the purpose of their visit.

Refers customers to the appropriate department, notifies the employee concerned that a customer is waiting and introduces customers to the salespeople.

Communicates with inquirers and visitors in a professional, friendly and effective manner.

Acquires basic knowledge about the dealership, in order to be able to respond to inquiries for general information.

Obtains basic demographic information on every customer, using a follow-up file, a computer system, a check-list or any other method established by the dealership.

Records data in a customer tracking system and prepares weekly reports on potential customers for management.

Does word processing, inputs data to update certain computerized files and files or photocopies documents.

Opens the mail and forwards it to the individuals concerned.

Performs office tasks, on request.

Maintains a professional appearance and a tidy work station.

Performs other tasks, based on management requirements and instructions.

Qualifications Education Specialized  knowledge

Skills Abilities Other  characteristics such as personal characteristics

Professional Certification Experience Working  conditions

If the job requires a person to work in special working conditions this should be stated in the job description. Special working conditions cover a range of circumstances from regular evening and weekend work, shift work, working outdoors, working with challenging clients, and so forth.

Physical requirements

If the job is physically demanding, this should be stated in the job description. A physically demanding job is one where the incumbent is required to stand for extended periods of time, lift heavy objects on a regular basis, do repetitive tasks with few breaks, and so forth.