Office Secretary

Job Description

Job Description

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.