Administrative Coordinator

6 months ago

Etobicoke, Canada Acura Sherway Full time

Leeder Automotive is an automotive group comprised of multiple dealerships located throughout the GTA. Our mission is to provide our customers with an unsurpassed automotive experience. We combine exceptional customer service with innovative technology in automotive retail to make buying, leasing and servicing vehicles fast, easy, and convenient.

We are dedicated to fostering a collaborative and inspiring work environment and we offer a competitive compensation package, benefits, employee discounts, paid time off and professional development throughout your employment.

One of our locations is looking for a Full Time Administrative Coordinator to support the sales team. This position is responsible for answering phones, greeting customers, and other administrative functions. They will be passionate about creating a professional relationship with the customer with the objective to create Brand loyalty. The Administrative Coordinator is a pivotal role in the vehicle sales administration of our dealership. This position encompasses a wide range of responsibilities, including handling paperwork for vehicle sales, ensuring the accurate completion of licensing and insurance documentation, and providing invaluable support to various departments, including the Finance & Insurance Manager (F&I Manager), Sales Managers, and Reception.

Their strongest features include being organized and reliable. The incumbent must be a team player and willing to step in and assist with any department as needed.

As a dealership can be a high-pressure environment, the Administrative Coordinator is able to work under pressure and keep a calm and positive body language to reassure customers.

You are able to work under pressure and keep a calm and positive body language to reassure customers.

**Major Duties and Responsibilities**
- Oversee and maintain accurate records of all vehicle documentation, including titles, registrations, and purchase agreements.
- Ensure all vehicle documentation is complete, up to date, and compliant with legal requirements.
- Facilitate the registration and licensing of all vehicles to comply with state and local regulations.
- Renew vehicle registrations in a timely manner to prevent any interruptions in sales operations.
- Maintain an organized and updated inventory of all vehicles, tracking their status, location, and condition.
- Coordinate with sales and service departments to ensure seamless movement of vehicles within the dealership.
- Process title transfers for vehicles sold, ensuring accurate and timely transfer of ownership.
- Address any issues or discrepancies related to title transfers.
- Stay informed about changes in licensing and registration regulations and implement necessary changes to ensure compliance.
- Maintain records and documentation for audits and inspections.
- Communicate with relevant agencies, vendors, and authorities for licensing and documentation matters.
- Manage relationships with outside vendors for services related to vehicle documentation.
- Assist customers with their vehicle documentation needs, including title transfers, registration, and temporary tags.
- Provide clear and accurate information to address customer inquiries.
- Receives and processes paperwork from the Finance & Insurance (F&I) Department on a daily basis.
- Prepares licensing for all vehicles sold at least 1 day prior to the scheduled delivery date of the vehicle.
- In conjunction with the Sales Consultants, coordinates insurance and ensures the customer is insured.
- Prepares and provides reports on stalled deliveries to the Sales Manager(s).
- Assists with other administrative responsibilities including ordering supplies, photos, and follow up with customers as required.
- Assists with reception duties as required.
- Covers and supports reception, as needed.
- Answers incoming calls to the dealership and either directs calls to the desired department or person or assists with customer inquiries as required.
- Provides customer service.
- Stocks in-coming vehicles - both pre-owned and new.
- Assigns stock number.
- Stocks vehicles in the dealer’s CRM / Inventory system.
- Stocks keys in the key track.
- Creates dockets with the second key.
- Completes all required paperwork to stock in vehicles.
- Opens and prepares files for vehicle sales and dealer exchanges.
- Additional duties as required by the General Manager, Sales(s) Manager and/or Finance and Insurance Manager.

**Minimum Qualifications and Skills**
- Completion of post-secondary education in an automotive program, business program or a relative field or, 1-3 years of experience in an administrative role in the automotive environment.
- Computer literacy.
- Knowledge of Serti is an asset.
- Holds a valid “G” Driver’s License.
- Ability to meet deadlines in a timely manner.
- Excellent oral and written communication skills.
- Reliable transportation to the MTO.
- Excellent organizational skills and a keen eye for detail.
- Excel

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