Job Summary
We are looking for a dynamic and organized Receptionist to join our Vehicle Maintenance and Rental Office team. In this vital front-line role, you will serve as the first point of contact for customers, vendors, and visitors, ensuring a smooth and professional experience. Your energetic approach will help manage daily administrative tasks, coordinate appointments, and support the overall efficiency of our office operations. This position offers an exciting opportunity to develop your administrative skills within a fast-paced, customer-focused environment.
Key Responsibilities
- Greet customers warmly and manage front-desk operations for both the vehicle service and rental sides of the business
- Answer and direct phone calls; take detailed messages when needed
- Schedule and confirm vehicle maintenance appointments coordinating with mechanics/technicians
- Process vehicle rental bookings, including checking availability, preparing rental agreements and verifying customer documentation (license, insurance, ID)
- Check vehicles in and out for rentals, noting mileage, fuel levels, and any existing damage
- Handle payments, invoicing, and basic cash/card transactions
- Maintain accurate, organized filing systems for vehicle records, rental agreements, and invoices
- Handle incoming and outgoing correspondence via email, phone, and mail with excellent phone etiquette
- Communicate with customers about service updates, delays, or completed work
- Manage social media accounts and electronic signage
- Manage keys and paperwork for vehicles for both rental fleet and vehicles in for service
- Ensure all customer interactions are handled with professionalism and support customer service excellence
- Proven clerical or administrative experience in an office setting is preferred
- Strong computer skills including proficiency in Microsoft Office (Word, Excel, Outlook)
- Prior customer service experience in a front desk or reception role is advantageous
- Excellent organizational skills with keen attention to detail for proofreading and accuracy
- Ability to handle multiple tasks efficiently while maintaining a friendly demeanor
- Keep the reception area, waiting room and front office clean and presentable
- Order office supplies
- Support the sales/service team with quotes, follow-ups and customer inquiries
- Resolve minor customer complaints or escalate issues to management as needed
Requirements
- A minimum of 2 years experience is a receptionist, customer service, or administrative role in an automotive or rental industry
- Familiarity with basic mechanical terminology, diagnostic procedures, vehicle maintenance schedules, and rental agreement processes
- Experience using a rental agreement software is an asset
- Strong communication and interpersonal skills to act as the primary mediator between mechanics and vehicle owners
- Translate complex mechanical diagnoses into non-technical language for the customer
- Excellent organizational skills and attention to detail
- Ability to multitask and stay calm under pressure in a busy environment
- Proficiency with computers, Microsoft office, social media and basic office equipment
- Comfortable handling cash, card payments, and basic bookkeeping
- Maintain accurate digital files of repair orders, invoices, warranties, and service contracts
- Valid drivers license is mandatory
- Professional appearance and demeanor
Work Enironment
- Fast-paced office with frequent walk-ins and phone traffic
- Standing/sitting at a front desk for extended periods
- Occasional need to walk the lot to check vehicles in/out
- Work hours will normally be Monday to Friday 8am - 5pm. Every second Saturday will be required during the busy season usually from September thru November/December
Pay: $17.65-$22.00 per hour
Benefits:
Work Location: In person
