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Receptionist / Phone Operator - Waco, United States - University Mazda Kia
Description
Receptionist / Phone Operator
This is one of the most important jobs in our organization. As our Receptionist / Phone Operator you literally will be the face and voice of the dealership. We are looking for a person who is unquestionably honest and thoughtful, but who projects a dynamic, positive, and outgoing personality. We are seeking a highly organized person who can think on their feet, and is quick to get up to help others.
You will be responsible for managing incoming calls, greeting visitors, and providing excellent customer service to all stakeholders. Your ability to work under pressure, maintain a calm demeanor, maintain superior time management, and handle various administrative tasks will be crucial to your success in this position.
About Us
University Kia and University Mazda are both locally owned family businesses. We have been rated by customers as one of the top 40 Kia dealerships in America. We are fun place to work, filled full of long term hard-working great people, who believe in ethics, honestly, and staying positive. We are a career organization, offering corporate benefits, competitive pay, with room for advancement. For some, our main negative might be we tend not to be a good place for grumpy, negative, dishonest or selfish people. No place is a good fit for everyone, but if you were raised right, work hard, like to work with people who care about you, and like to smile, we just might be a great place for you.
Responsibilities
1. Make people smile.
2. Project a positive "up" personality that creates a friendly atmosphere and welcoming environment.
3. Answer and direct incoming phone calls in a professional and courteous manner, ensuring all inquiries are handled promptly and efficiently.
4. Greet and assist visitors, clients, and employees, making them feel welcome and comfortable.
5. Prepare and maintain daily reports using Excel spreadsheets, ensuring accuracy and timeliness.
6. Computer Literacy: As an end user possess a solid understanding of computer systems, operating systems (e.g., Windows, macOS), and basic hardware components.
7. Software Proficiency: As an end user demonstrate proficiency in using common business software applications, such as word processing software, spreadsheets, presentation software, texting, and email.
8. Internet Skills: Exhibit competence in web browsing, online research, and effectively utilizing search engines to gather information.
9. Maintain a clean and organized reception area, ensuring it reflects a positive image of the company.
10. Provide accurate information about the organization and its services to callers and visitors.
11. Manage and distribute incoming customer mail, texts, emails, faxes, and deliveries.
12. Assist with general administrative tasks such as data entry, filing, and preparing documents.
13. Adhere to legal requirements, such as privacy regulations, including handling sensitive information.
14. Diligently follow all company procedures, policies, rules, and processes.
15. Handle difficult or irate callers with professionalism, tact, and diplomacy, resolving issues or escalating them to the appropriate department when necessary.
16. Work closely with other team members to ensure seamless communication and provide support when needed.
Qualifications
• High school diploma or equivalent.
• Exceptional verbal and written communication skills, which people relate to in a positive and meaningful way.
• Proven experience as a receptionist or business phone operator, with a track record of excellent customer service.
• Proficiency in using Microsoft Office Suite, particularly Excel, to create and manage reports.
• Ability to multitask, prioritize tasks, and work efficiently under pressure.
• Demonstrated the ability to maintain a calm and professional demeanor in challenging situations.
• Familiarity with legal requirements and regulations related to data privacy and handling of sensitive information.
• Strong attention to detail and organizational skills.
• Have a positive "can do" attitude.
To be hired you must be able to pass a background check. If you possess a friendly disposition, exceptional organizational skills, and thrive in a fast-paced environment, we would love to hear from you.
