Job Description

Auto Smile is a vehicle detail shop located here in Nanaimo, we are part of a larger Ford Lincoln store with close to 100 team members. Auto Smile, itself, has 5 detail shop bays and a dust free bay for tinting & wraps.

We serve our sales department reconditioning of a minimum 30 units per month while keeping Nanaimo and area vehicles' in showroom condition, one detail at a time.

WE ARE LOOKING FOR

A reliable, detail-oriented person to join our team as the Auto Smile Administrative Assistant! You must be comfortable working on a computer, with our guests and maintaining an even work flow for 5 technicians.

Reception/admin experience is an asset, but we will train the right person.

This is a full-time position starting at $19/hour, negotiable based on experience. There will be regular pay reviews at 3 months, 6 months, and yearly after that.

Your schedule will be Monday to Friday 8am to 5pm, with a one-hour lunch break.

WE REQUIRE

A valid driver's license (N or FULL) for this position as you will be driving vehicles on the lot, and on the road. Must be willing to provide your drivers abstract yearly through ICBC.

Duties include:

General Reception Tasks (answer phone/emails, appointment reminders) Welcoming guests to the shop Monthly inventory Help pick up/drop off wholesale vehicles Book/keep the schedule for 5-6 techs Order supplies as needed Open and close workorders/invoices/estimates Sell gift certificates Take payments from guests / close till at end of day Bill wholesale accounts Track commission/hours for 5-6 techs Pull reports and update leaders on open invoice's status Record daily sales totals Update vehicle status on shared spreadsheets Provides service information and warranties Add photos and updates to Facebook and Instagram
Programs Used:

PBS Google Suite (mainly Gmail, calendar, and sheets) Microsoft Office (mainly excel)

A DAY IN THE LIFE

A normal day in this position would look like... showing up just before 8am, flipping the open sign, and get settled for the day. Check the schedule/you email to see what is coming in for the day, and that everyone has something to do.

Write up work orders for each tech, they will fill out and return the paper work/keys when finished. You will answer phones and emails throughout the day. You will have to arrange sold vehicles from Steve Marshall Ford Lincoln to be completed in a timely manner, and coordinated with the service department. Vehicles from wholesalers near by may need to be dropped off or swapped. You will do this with another helper within the dealership. You will add each job to a techs payroll after it is completed, and bill or print the invoice. The next morning, you will go through everything that has been closed and update vehicle status sheets, as well as track the sales totals.

There will be some miscellaneous tasks that will come up through the day or week like making orders, getting estimates for body work, picking up coffee for the bi-weekly meeting, or booking the quarterly outings for the team.

BENEFITS AND CULTURE

Casual dress (no ripped clothing or inappropriate images) Fun Friday Attire BiWeekly Toolbox meetings with department (coffee+snack) Monthly dealership wide BBQ's (weather depending) 50/50 draws, money prizes, staff appreciation announcements (blue tickets) Quarterly outings with department (usually some sort of food+activity) Annual Christmas Party at Nanaimo Golf Club Annual "year in review" dinner Things that went well, employment milestones, what is happening with Ford
Benefits are available after probation including:

Prescriptions Dental Eye Care Extended Health Care Vacation time available next calendar year Travel Emergencies Etc.
Please apply here via Indeed, or in person at 3851 Shenton Road, Nanaimo: Auto Smile is located in a building behind the Ford Dealership. Ask for Gage Ebdrup.

ABOUT STEVE MARSHALL FORD LINCOLN

The Steve Marshall Ford Lincoln family, led by Ann Marie Clark, strives every day to nurture the store's fun loving and relaxed family atmosphere while investing in education, training and equipment. This mindset makes it second nature to take care of our guests beyond their expectations.

Our team also believes in a commitment to continue supporting our community, from volunteering at smaller local events, like last month's Nanaimo Steelmen Golf Tournament; to larger fundraisers, such as the SPCA, Island Crisis Care Society, Haven Society, NUKO, Mamas for Mamas, Loaves and Fishes Community Foodbank and NFLA. We are proud to host the Give & Go annually.

We truly appreciate the trust that our community and our family has placed in us and we will continue to be transparent, honest and supportive.

Our vision is to build strong, lifelong relationships by maintaining our teams' involvement and autonomy in taking care of our guests to create a better experience with our store, while continuing to be a meaningful contributor within the community.

Job Type: Full-time

Pay: From $19.00 per hour

Expected hours: 40 per week

Benefits:

Casual dress Company events Company pension Dental care Disability insurance Extended health care Life insurance Paid time off Vision care Wellness program
Work Location: In person