Office Coordinator

Job overview

Performs a full range of administrative support duties, including cashier (if applicable), balancing cash receipts, preparing bank deposits, Farm Plan, and credit card receivable.

Responsibilities

• Sales Responsibilities
• Scan documents and load them into Sales Workflow.
• Run cards and complete customer signatures for sales.
• Utilizing checklist, verify that all sales documents are included in each deal.
• Complete and mail monthly thank you notes to customers.
• Aftermarket Responsibilities
• Assist the Support Center with making monthly customer calls for the Internal and SATISFYD Surveys.
• Provide backup and support for Parts and Service on an as needed basis.
• Job Trainer for any new office coordinators.
• Receives and refers visitors and telephone callers, ensuring these individuals are directed to the proper parties within the dealership or delegates this duty to another when needed.
• Prepares bank deposits and balances cash receipts, Farm Plan and credit cards.
• Distribute all inter/intra company mail.
• Monitor and stock office, cleaning, and vendor supplies.
• Provide invoices, reports, or other documents as needed for sales, parts, or service department.
• Maintain office equipment in working condition.
• Maintain petty cash records.
• Support management in the pursuit of corporate policies, plans, goals, and long-term objectives.
• Foster a great place to work environment, encouraging accountability, open communication, teamwork, and a commitment to serving the customer.
• Follow all safety rules and regulations while performing work assignments and adhere to all policies and procedures as specified in company manuals and as directed in the employee handbook.
• Maintain a positive and professional working relationship with peers, management, and support resources, with a constant commitment to teamwork and exemplary customer service.
• Ensure that company’s reputation and image in the community is consistent with Hutson Inc. Core Values

Qualifications

• 3-5 years of clerical experience is required.
• High School Diploma is required.
• Detail oriented.
• Proficient knowledge of database software and computer application systems.
• Ability to use standard desktop applications such as Microsoft Office and internet functions.
• Strong organizational, interpersonal, analytical and communication skills.
• Knowledgeable of basic accounting concepts and principles.
• Valid Driver’s License preferred. 

Additional requirements

• General Physical Requirements:
• Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Reaching, Standing, Walking, Lifting, Fingering, Grasping, Feeling, Talking, Hearing, and Repetitive Motions.
• Visual Acuity:
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading; visual inspection involving small defects, small parts and/or operation of machines (includes inspection); using measurement devices; and/or assembly of fabrication of parts at distances close to the eyes.
• The worker is required to have visual acuity to determine the accuracy, neatness, thoroughness of work assigned or to make general observations of facilities or structures.

Working Conditions

• Cash Management: The process of collecting and managing cash flows.
• CISCO Phone System: Knowledge and use as it relates to a specific job.
• Equip: Knowledge and use as it relates to a specific job.
• Hutson Cultural Values
• Attitude: The employee displays a positive and cooperative attitude about his/her job role, assigned work, and the organization.
• Collaboration: The ability and willingness to communicate, cooperate and effectively work with co-workers, managers, and customers.
• Customer Focus: Brings a "customer-centric" focus in all that they do. The employee enhances the experience for the customer and embraces the customer focused culture.
• Urgency: Responding quickly and effectively to the needs of others, meeting important deadlines and completing important tasks in the assigned time frame.
• Message Management: Ability to get accurate and complete messages to the correct person in a timely and efficient manner.

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