Office Coordinator

Job Summary:

We are seeking a reliable and organized Office Coordinator to join our team at Mila Auto Sales. This position plays a key role in ensuring smooth day-to-day operations within the dealership. The ideal candidate will be responsible for managing incoming calls, assisting in the completion of vehicle sales deals, and maintaining follow-up communication with customers to ensure a high standard of customer service.

Key Responsibilities:

• Phone Reception:
• Answer and direct all incoming dealership phone calls in a professional and friendly manner.
• Take accurate messages and ensure timely follow-up by the appropriate team member.
• Provide general information to callers and assist with scheduling appointments.
• Deal Completion Support:
• Assist sales staff in finalizing vehicle deal paperwork.
• Ensure all required documents are completed, accurate, and submitted on time.
• Coordinate with finance and sales departments to streamline deal processing.
• Maintain digital and physical deal files for compliance and auditing purposes.
• Customer Follow-Up:
• Conduct follow-up calls or emails with recent customers to ensure satisfaction and gather feedback.
• Schedule and confirm appointments for service, delivery, or final documentation.
• Update CRM system with customer interactions and notes.
• Administrative Duties:
• Maintain a clean, organized front office and reception area.
• Support various departments with clerical tasks including data entry, filing, and scanning.
• Order and manage office supplies as needed.

Qualifications:

• Good to have Prior experience in an office coordinator, receptionist, or administrative role (automotive industry a plus).
• Strong communication and interpersonal skills.
• Proficient in Microsoft Office Suite and good have a knowledge of dealership software (Frazer, account center and Caps).
• Detail-oriented with excellent organizational and multitasking abilities.
• Professional demeanor and a positive, customer-focused attitude.

Working Conditions:

• Full-time schedule; may include some Saturdays depending on dealership hours.
• Fast-paced, customer-focused environment.
• Primarily office-based with regular interaction with sales, finance, and service teams.

Job Type: Full-time

Pay: $14.00 - $18.00 per hour

Work Location: In person