Receptionist, Administrative​/Clerical

Kia Yorkdale is looking for a receptionist to join our team!

We are seeking a friendly and organized Receptionist to join our team at Administration team. As the first point of contact for our dealership, you will play a crucial role in providing exceptional customer service to all visitors and callers.

• Greet and welcome visitors to the dealership in a warm and professional manner.
• Answer and direct incoming phone calls to the appropriate departments or staff members.
• Assist customers with inquiries and provide information about the dealership’s services and products.
• Schedule appointments for customers with sales, service, and finance departments.
• Maintain a clean and organized reception area, ensuring a positive first impression for visitors.
• Handle incoming and outgoing mail, packages, and deliveries.
• Perform general administrative tasks, such as filing, data entry, and managing office supplies.
• Assist with clerical support for various departments as needed.
• Maintain confidentiality of customer and dealership information.
• Provide exceptional customer service and address any customer concerns or issues promptly and professionally.

Prepare and process vehicle registrations, plate transfers, and permit renewals through the Ministry of Transportation (MTO) system.

• Handle new vehicle licensing, temporary permits, and trade-ins.
• Verify ownership documents, bill of sale, VIN accuracy, and lien information.
• Submit plate cancellations and refunds as required.
• Maintain accurate records of all licensing transactions and dealership plate inventory.
• Liaise with accounting for ownership payments, refunds, and reconciliations.
• Ensure compliance with OMVIC and MTO regulations for all paperwork.
• Administrative Support
• File and organize deal folders, licensing copies, and delivery documents.
• Update CRM or internal logs for completed deliveries and ownership submissions.
• Manage courier drop-offs and pick-ups related to vehicle documents.
• Assist sales administrators and finance managers with paperwork follow-ups.
• Monitor plate inventory and reorder as necessary.
• Deal Delivery Coordination
• Notify sales staff when plates and ownerships are ready.
• Prepare delivery packages (ownerships, keys, and any customer documentation).

• Stock in new and used vehicles into the dealership system (PBS)
• Verify that all incoming vehicle information (VIN, model, color, options, cost, etc.) matches the factory or wholesale invoice.
• Print and distribute stock numbers and internal stock-in sheets.
• Upload or attach ownership, NVIS, and key documentation to the digital deal file.
• Maintain accurate inventory records for internal and manufacturer reporting.

• High school diploma or equivalent.
• Previous experience in a receptionist or customer service role, preferably in an automotive or retail setting.
• Excellent verbal and written communication skills.
• Proficient in using office equipment, such as multi-line phone systems, computers, and printers.
• Strong organizational and time management skills.
• Ability to work in a fast-paced environment and handle multiple tasks simultaneously.
• Professional appearance and demeanor.
• Proficient in using Microsoft Office Suite (Word, Excel, Outlook) and other relevant computer applications.

• Inclusive and diverse environment.
• Collaborative and team-oriented atmosphere.
• Supportive work environment.
• Health and wellness initiatives.
• Community involvement activities.
• Exciting company events.
• Employee purchase plans and company discounts.
• Our values and missions.

Kia Yorkdale is an equal opportunity employer committed to diversity and inclusion. We consider all applicants regardless of race, colour, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, and Indigenous status. We are committed to providing accessible employment practices that are in compliance with applicable legislation. If you require accommodation during any stage of the recruitment process, please let us know.