Office Assistant at Matheny Motors – Ocala, Florida

Position Summary: The Receptionist serves as the first point of contact for visitors, clients, and callers, providing a welcoming and professional impression of the organization. This role is responsible for managing the front desk, handling incoming phone calls, directing inquiries, and maintaining a clean and organized reception area. The Receptionist also performs a variety of administrative and clerical tasks to ensure efficient day-to-day functioning.

Essential Duties and Responsibilities:

• Greet visitors courteously, determine the nature of their visit, and direct them to the appropriate staff or department.
• Operate a multi-line switchboard to answer, screen, and route incoming calls promptly and professionally.
• Perform general clerical duties, including filing, copying, scanning, and data entry.
• Use computer applications such as Microsoft Word, Excel, and PowerPoint to prepare documents, maintain records, and support office tasks.
• Maintain and update spreadsheets with accurate and timely information.
• Process incoming and outgoingmail, packages, and deliveries.
• Maintain an organized and welcoming reception area.
• Demonstrate strong attention to detail while completing administrative and customer service tasks.
• Assist with scheduling, correspondence, and other office operations as needed.
• Purchasing office supplies and keeping them in stock
• Perform other duties as assigned to support the department and overall office function.

Departmental Supporting Duties: Duties may vary to support each department as needed

Parts: Upload and attach quotes to correct invoices

Service: CDK document scanning into DSDA

Sales:

• Keep reading materials updated in front lobby
• Keep TV in front lobby on with news or weather showing
• Ensure that the refrigerator is stocked with water for customers.
• Maintain a list of customers who ask for calendars and mail them out.
• Decorate the front lobby for each upcoming holiday.
• Order lunches for customers when they are here for pre-builds or inspections.
• Organize company luncheons. Rent tables/ chairs, post flyers, order food, set up/ take down.

Qualifications:

• High school diploma or equivalent,
• Additional administrative or office training is a plus.
• Previous experience as a receptionist, administrative assistant, or customer service role preferred.
• Proficiency in Microsoft Office Suite(Word, Excel, PowerPoint) and basic computer operations.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to multi-task, prioritize, and manage time effectively in a fast-paced environment.
• Strong attention to detail and accuracy in all tasks.
• Professional appearance and demeanor.