Executive Assistant

EXECUTIVE ASSISTANT

Midtown Motor Company is seeking a positive, high energy individual who takes initiative and will be a great part of our all-star family.

DAILY DUTIES

• Greet and smile at all customers and vendors that come to the shop / or on phone
• Make coffee in the morning, throw out remaining coffee at night and wash pot, turn off coffee machine
• Answer phones by the second ring
• Maintain a clutter free work environment (file, shred, discard) all documents daily
• Take payments and enter into DMS (Dealer Management Software); verify and update contact information, address, and telephone number on all customers
• Process debit card payments
• Build relationships with customers and vendors
• Settle and reconcile credit card batches
• Log, clear, and distribute messages to the recipient from general voice mail ext. 1200
• Mail handling stamp incoming mail with date stamp and distribute
• Settle insurance claims
• Coordinate to get car out of impound
• Handle bankruptcy cases : attend creditors meeting and hire attorney as needed
• Handle emergency requests for payment extensions, schedule appointments to meet with customers who need an extension on their payments because of an emergency;

process and approve payment arrangement using Payment Arrangement forms

• Retail deals -prepare titles to be transferred and send to Title Company
• Wholesale sales prepare titles and collect on vehicles sold
• Use Customer Relationship Management (CRM) software to enter all loads, calls, and ups into the software and create a follow up for the BDC Representative.
• Perform daily deposit reconciliation with Collections Associate and / or Director of Operations, prepare bank deposit and put into daily reconciliation sheet, and balance to income report
• Audit all completed sold deals using checklist, put in deal jacket and make sure checklist is complete and accurate. (Pull sales report daily)
• Update address on all return mail in the Dealer Management Software (DMS); as well as in marketing databases
• Update e-mail address, mailing address and phone numbers for customers that make payment in person or over the phone
• Process paid out accounts-verify for late payments, continuous insurance coverage, pull titles and leave for Owner to sign
• Audit title transfers when they come back from the Title Office
• Initiate and process warranty claims
• Enter warranty payments and put in warranty log
• Create New inventory / Client folder and enter inventory into DMS
• Create windshield stickers
• Make key tags on the spot when new inventory received at lot
• Collect payment (checks) for sold vehicles at car auction
• Update insurance expiration dates into DMS
• Prioritize and work the To-Do list, bring to weekly meeting with Director of Operations to ensure it is up to date.
• Send agenda topics for weekly meeting to Director of Operations when requested
• Use Customer Relationship Management (CRM) software to enter all loads, calls, and ups into the software and create a follow up for the BDC Representative.
• Comply with Red Flag rules
• Filing
• Enter AVP on website for customers
• Write checks in QuickBooks
• Comparative market analysis on pricing, products and services
• Read and identify terms in contractual agreements
• Create spreadsheets for organization / projects and cost comparisons
• Take pictures of new inventory as instructed by the General Manager / post to craigslist
• Post on Carsforsale
• Manage the Midtown App with weekly notifications / sales
• Create YouTube videos for Midtown
• Post on Facebook 3 times a day
• Track inventory for arrival from auctions and time to the line
• Price parts / research manufacturer warranties
• Generate reviews and testimonials from customers

WEEKLY DUTIES

• Prepare title work for titles to be transferred and send to River City Auto Title
• Check titles for accuracy and verify correct car; then pay and pick up from vendor that sells to us. Refer to checklist and do not pay for titles that are correct or incorrect (i.

e., wrong year, not actual miles, salvage, etc.)

• Order Supplies from Office Depot / take inventory of supplies
• Pick up titles from various auction locations and IBC as needed
• Mail Payables
• Order Saturday lunch

MONTHLY DUTIES

• Enter all Capital One and Amex receipts onto spreadsheet and reconcile against statements
• Enter daily credit card and portal pay payments onto spreadsheet and reconcile against IBC statements
• Print report for postage
• Credit reporting
• Other duties as assigned
• Training up to 6 times a year for in-town and out-of-town training

Midtown Motor Company was established in

1992 by Steve Babinsky. He started with a

vision and a goal and has been learning and

growing ever since.

We are helping good people that have

encountered hardships in the past, and who

need help re-establishing their credit.

We provide personalized customer service

and quality vehicles that include a

warranty.

Our vision is for our team to be well trained

in every aspect of the business to provide

the best customer service to our

customers.