Administrative Assistant/Filing Coordinator

Central Maine Motors is hiring for an administrative assistant/filing coordinator position that works in all 5 locations. This is an exciting opportunity to be part of a trusted, well respected, family owned business that is continually expanding. We are a reputable dealership that rewards hard work and excellence with a pleasant, relaxed work environment. We have an opening for an individual that is seeking to join a top notch Dealership organization with numerous advancement opportunities available. If you like to work in a fast paced environment and want to work for a company that knows what it means to take care of people, then this might be the job for you!

The Administrative Assistant/File Coordinator is responsible for providing prompt, friendly and efficient customer service to customers, employees, vendors, and anyone else who enters or contacts the dealership as well as a variety of filing and office support functions. Position is hourly with a phone bonus program included.

ESSENTIAL FUNCTIONS/TYPICAL DUTIES

 Collects, organizes and files Service RO’s and Parts Slips for entire Auto Group; accounts payable, statement invoices and gas slips for the Accounting Office, and other paperwork as necessary including year-end filing in accordance with company policies and procedures.

 Greets customers in a pleasant manner, answers phone by third ring and notifies recipient that they have received a call.

 “Breaks down” vehicle deals and prepares documents to be forwarded to the appropriate location, follows-up on missing documents to ensure complete paperwork.

 Determines most appropriate and cost-effective means of delivering deal documents to customers, finance companies, governmental agencies, etc. within prescribed time frames.

 Processes paperwork for dealer swaps.

 Identifies process improvements, areas for cost savings and increased accuracy/productivity and makes recommendations to improve company operations whenever possible.

 Assists other Administrative Assistant Team Members with daily work when necessary and performs additional Administrative Assistant duties on behalf of other team members when covering for vacations and/or absences such as the following;

 Processes new car invoices and used car auction/street purchases, documents in ERA, sets up vehicle folders and makes copies for Sales/F&I Managers.

 Completes Title Summary Worksheets weekly and Title Fees Payable Reconciliation monthly.

 Maintains complete and accurate used vehicle title books.

 Processes inter-company transactions including the posting of the purchase and sale of units between stores.

 Prepares service repair orders for filing.

 Processes paperwork for dealer swaps.

COMPETENCIES REQUIRED TO PERFORM THE JOB SUCCESSFULLY

 Communication Proficiency, listening, speaking, writing effectively

 Attention to Detail

 Customer Focus

 Planning and Organizing

 Personal Effectiveness/Credibility

 Collaboration Skills

 Flexibility

 Adaptability

WORK ENVIRONMENT/PHYSICAL DEMANDS

This position works in a traditional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The employee is regularly required to talk and hear. This is a largely sedentary role, however the employee is also required to stand, walk, use hands to finger, handle or feel, and reach with hands and arms and lift up to 50 pounds. The employee may on rare occasions be exposed to loud noises and/or toxic chemicals and fumes when entering the shop environment.

POSITION TYPE/EXPECTED WORK HOURS

This is a full-time position generally working 40 hours per week, including Saturdays from 8:00am to 5:00pm. Sundays all locations are closed. Hours are from 10:00am to 7:00pm.

Job Type: Full-time

Pay: $15.75 - $17.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Holidays
• Monday to Friday
• Night shift
• Overtime
• Weekends only

Ability to commute/relocate:

• Waterville, ME: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Customer service: 1 year (Preferred)
• Microsoft Excel: 1 year (Preferred)

Work Location: Multiple locations

Salary : $16 - $17