Sales Assistant / Receptionist

Position Overview

The Sales Administrator / Receptionist is the front-line support role for the dealership’s sales and administrative operations. This position combines customer-facing reception duties with critical back-office responsibilities, including licensing, registration, and stocking in new and used vehicles. The ideal candidate is organized, detail-driven, and comfortable balancing administrative accuracy with a welcoming, professional presence at the front desk.

Key Responsibilities

Reception & Customer Support

·         Greet customers in person and by phone, providing a warm, professional first impression.

·         Direct customers to the appropriate department or team member.

·         Manage incoming calls, messages, and general inquiries.

·         Support the sales team with administrative tasks, appointment scheduling, and customer follow-up coordination.

Licensing & Registration

·         Prepare and process all vehicle licensing, registration, and plate transfers in accordance with provincial regulations.

·         Verify accuracy of customer information, ownership documents, and supporting paperwork.

·         Submit licensing transactions through the appropriate government portals.

·         Maintain organized digital and physical records for all licensing activities.

·         Communicate with customers regarding licensing requirements, fees, and timelines.

Vehicle Stock-In & Documentation

·         Stock in all new and used vehicles into the dealership management system (DMS).

·         Verify VINs, options, trim levels, mileage, and all required documentation before units are added to inventory.

·         Upload and maintain accurate vehicle information for internal systems and online listings.

·         Coordinate with sales, service, and accounting to ensure all vehicle files are complete and compliant.

·         Track missing documents and follow up with internal teams or external partners as needed.