JOB PURPOSE:

Serve as front line for Visitors while providing clerical and administrative support to the Showroom Team in order to assist the team in the performance of their functions.

KEY RESULTS AREAS / DELIVERABLES:

KEY ACTIVITIES:

RECEPTION

• Handle the reception area to respond to visitor’s queries or request which shall support in providing a positive customer experience in the showroom.
• Provide a warm and friendly greeting to all visitors coming into the reception area.
• Respond to the customer’s inquiries, comments or request; Escalate to the Sales Team as and when necessary.
• Direct the visitor to an available Sales Consultant on inquiries regarding Vehicles.
• Document Visitor complaints adequately and forward to the Showroom Manager for their reference and action.

SALES SUPPORT

• Provide the necessary sales support to the Showroom team in a timely manner to assist them in the delivery of the Division’s objectives.
• Receive all incoming memos and reports and forward to the GM or Showroom Manager for his reference or action.
• Access and enter the details of the Vehicles sold in the NVDR (New Vehicle Delivery Report) for future reference in report preparations.
• Prepare the Insurance forms for the customer, as and when requested.
• File the “AAA” Extended Warranty while updated the in Excel Sheets for future reference.
• Carry out the photo copying of customer documents and identification cards upon request.
• File all correspondences, reports, Sales Folders and other relevant documents to the concerned file.

TELEPHONE OPERATION

• Handle the main telephone lines of the Showroom to ensure the timely transfer of calls to the respective individuals.
• Provide the utmost customer service in receiving and transferring calls.
• Receive and transfer all calls to the concerned individual; Handle caller inquiries whenever possible.
• Write down adequate messages and provide to the concerned Sales individual as and when required.

CORRESPONDENCE / REPORTS

• Prepare different correspondences and reports, as per instructions of the General Manager or Showroom Manager, in a timely and accurate manner.
• Prepare correspondences and presentations, as per instructions, in a timely and accurate manner.
• Prepare pre-defined Appreciation letters for Customers who’ve purchased new vehicles in the Showroom.
• Prepare Memo to After Sales / Garage, Customers or other relevant parties.
• Prepare monthly reports on vehicle sales and submit to the GM / Showroom Manager.
• Update the Sales Stock Report as and when required.

OFFERS & QUOTATIONS

• Prepare the Offers and Quotations for submission to potential customers in a timely and accurate manner.
• Prepare Price Offers, with the defined vehicle specification and cost, as required by the Sales Team.
• Prepare Quotations, with the agreed price and specification as per instructions of the Sales Team.
• Ensure that the Price offers and Quotations prepared are accurate and timely provided to the Sales Team.

AD HOC PROJECTS

• Carry out Ad Hoc Activities, as and when instructed by the GM or the Showroom Manager, and achieve the defined deliverables.
• Carry out Ad Hoc Activities or Tasks within the defined timelines and deliverables.
• Provide feedback to the requester on any issues and the status of the Ad Hoc Activity.
• Provide administrative and office support to the Showroom and its employees.

Skills

EXPERIENCE:

Minimum 2 years’ relevant work experience as a receptionist.

COMPETENCIES: 

• Good Communication Skills in English.
• Computer Literate with proficiency in Microsoft Office including Word and Excel.
• Knowledge in the operations of different Office Equipment.
• Attention to Details.
• Ability to meet deadlines.
• Efficient and well organized.
• Presentable and Professional.
• Team Player.