Receptionist/ Front Desk

The Receptionist is the first point of contact for all customers, visitors, and business partners entering the dealership. The role is responsible for providing a professional and welcoming customer experience while efficiently managing front desk operations, handling inquiries, coordinating appointments, and supporting the Sales, Service, and Administration teams to ensure smooth dealership operations.

• Welcome customers and visitors in a professional, friendly, and courteous manner.

• Understand customer requirements and direct them to the appropriate Sales Consultant, Service Advisor, or department.

• Ensure customers are attended to promptly and maintain a positive first impression of the dealership.

• Manage the customer waiting lounge and ensure a comfortable customer experience.

• Answer, screen, and transfer incoming telephone calls promptly and professionally.

• Respond to general customer inquiries regarding dealership products, services, operating hours, and appointments.

• Maintain the visitor register and issue visitor badges where applicable.

• Receive and distribute incoming mail, courier deliveries, and internal correspondence.

• Schedule and confirm customer appointments for vehicle sales consultations and service visits.

• Coordinate appointment calendars with Sales Consultants and Service Advisors.

• Notify relevant departments of customer arrivals and appointment changes.

• Maintain customer records, visitor logs, and front office documentation.

• Assist in preparing customer forms and documentation when required.

• Support dealership events, promotional campaigns, and customer engagement activities.

• Monitor and replenish front office supplies and reception area materials.

• Work closely with the Sales, Service, Finance & Insurance (F&I), Parts, and Administration teams to facilitate seamless customer service.

• Escalate customer concerns or complaints to the appropriate department or manager.

• Ensure the reception area, showroom entrance, and customer lounge remain clean, organized, and presentable at all times.

• Maintain confidentiality of customer and dealership information.

• Comply with dealership policies, customer service standards, and health and safety procedures.

• High school diploma required; diploma or bachelor's degree in Business Administration, Hospitality, or a related field is preferred.

• 1–3 years of experience in reception, front office, or customer service, preferably within an automotive dealership, retail, or hospitality environment.

• Excellent communication and interpersonal skills.

• Strong customer service orientation.

• Professional appearance and positive attitude.

• Excellent telephone etiquette.

• Good organizational and multitasking skills.

• Proficiency in Microsoft Office (Word, Excel, Outlook).

• Experience with dealership management systems (DMS) or CRM software is an advantage.

• Strong attention to detail and accuracy.

• Ability to remain calm and professional in a fast-paced environment.

• Customer Focus

• Communication Skills

• Professionalism

• Teamwork

• Time Management

• Problem Solving

• Adaptability

• Attention to Detail

• Integrity and Confidentiality

• Customer satisfaction with front desk service.

• Average customer waiting and response time.

• Accuracy of appointment scheduling.

• Call answering and transfer efficiency.

• Customer inquiry resolution or routing accuracy.

• Reception area presentation and housekeeping standards.

• Administrative accuracy and timely completion of assigned tasks.

Interested candidates kindly share your resume at neha@minnovation.se

• Based at the dealership showroom/front office.

• Regular interaction with customers, suppliers, and internal departments.

• May require weekend, holiday, or extended working hours based on dealership operating schedules.