Sales Administration/Receptionist – Mercedes-Benz Nanaimo

Do you have a passion for the automobile and have always dreamed of being a part of an incredible company that represents some of the most prestigious brands in the world? Has your perfectionistic approach to life helped you advance in your administrative career thus far? Do you have an eye for detail and a passion for being creative? Does the thought of taking on a challenge excite you? If you’re looking for something different and one that will present you with many advancement opportunities in the future, then the Sales Administration / Reception position within the GAIN Group might be the next career choice for you!

Duties and Responsibilities (Include but are not limited to):

  • Always welcome guests in a friendly and inviting manner and offer a beverage upon arrival
  • Assist in all aspects of event preparation including confirmation calls to customers and preparing documents
  • Ensure all sales representatives receive a fair rotation of sales prospects and client visits
  • Responsible for taking and tracking all incoming calls for all departments within the dealership
  • Organize the preparation of vehicles prior to clients taking delivery and ensure all aspects of their delivery are complete to ensure and achieve the best level of customer experience
  • Maintain great communication with all departments
  • Always lead guests to the location they are hoping to go or who they’re there to meet
  • Take ownership of the customer lounge and coffee station to ensure it is always clean, replenished, and supplies are ordered
  • Ensure requests for ordering various operational materials for the dealership are completed timely and accurately
  • Process and distribute incoming and outgoing mail post and inter-department mail
  • Maintain training as required
  • Ensure Bills of sale for dealer trades are completed timely and accurately
  • Organize and assist with the completion of demo transfers (service loaners and sales demos)
  • Complete demo and service loaner discounts – updates on websites/ price sheets/ demo list
  • Update demo depreciation and program support
  • Inventory audits
  • Upload Photos for all vehicles in stock
  • Update MSRP option and dealer charges
  • Check in all new and used vehicles (create stock numbers for Buy-Ins)
  • Make up PO’s for the preparation and reconditioning of new and pre-owned vehicles
  • Manage and reconcile new and pre-owned vehicles on various websites
  • Manage new and pre-owned vehicle filing system
  • Manage price sheets for all in stock vehicles
  • Pre-Owned vehicle price changes – updates on websites and price sheets
  • Stock list updates for new and pre-owned stock list
  • Used vehicle information packages
  • Create Pre-Owned, Certified and Demo marketing adverts
  • Weekly Facebook features, website features, and priority listings on Auto Trader
  • Tracking New Car inventory in their physical locations
  • Ensure your colleagues will provide coverage of phone system prior to leaving for breaks or end-of-day
  • Complete daily cash count and reconciliation
  • Assist service department with follow-up phone calls
  • Ensure couriers are processed on time


  • Adaptable to all conditions while maintaining a presentable and professional appearance.
  • Personable and inviting nature
  • Knowledgeable with Microsoft Office
  • Ability to multi-task
  • Prior phone/switchboard experience an asset
  • Creative writing, social media, or marketing experience would be an asset
  • Outgoing and unafraid of meeting and engaging with clients
  • Reliable and honest individual with a strong work ethic
  • A criminal record check and driver’s abstract report will be required upon hire

Application Form

If the above describes you then don’t miss your opportunity to be a part of an ever-expanding company such as the GAIN Group, please complete the form below.

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