Receptionist/Administrative Assistant

Position Overview

August Luxury Motorcars is seeking a highly organized, professional, and customer-focused Receptionist & Administrative Assistant to join our team. This role serves as the first point of contact for clients and visitors, ensuring every guest receives an exceptional experience that aligns with our luxury brand standards. The successful candidate will provide administrative and clerical support across various departments, assist with daily office operations, and contribute to the smooth functioning of dealership activities.

Key Responsibilities

Front Desk & Customer Experience

• Greet and welcome clients, visitors, and guests in a professional and friendly manner.
• Answer and direct incoming phone calls promptly and courteously.
• Review and respond to general inquiry emails or forward them to the appropriate departments.
• Maintain the appearance and organization of the reception area, coffee/water bar, and guest lounge.
• Ensure the coffee/water bar is consistently stocked, clean, and presentable.

Office & Administrative Support

• Prepare, organize, and ensure the availability of pouches for all vehicle deliveries.
• Perform general clerical duties including filing, photocopying, scanning, and data entry.
• Manage incoming and outgoing mail, courier shipments, and Purolator deliveries.
• Order Purolator and office supplies as needed to maintain adequate stock.
• Send out accounts payable (AP) cheques via mail in coordination with the accounting team.
• Assist the accounting department with administrative tasks such as invoice processing and data management.
• Maintain inventory and organization of all office supplies.

Vehicle & Documentation Management

• Handle vehicle registration transfers into the company's name accurately and in a timely manner.
• Manage and update vehicle information in Google Drive, ensuring accuracy and accessibility for all departments.
• Run Carfax reports and attach to corresponding vehicle files when required.
• Stock in wholesale units and ensure corresponding data is entered correctly into internal systems.
• Create bills of sale for wholesale transactions when applicable.
• Process and reconcile daily credit card receipts.
• Take and record customer payments via credit card, ensuring accuracy and proper documentation.
• Maintain and organize the dealership's key machine and ensure all keys are properly logged and secured.

General Operations & Facility Support

• Monitor and maintain supply levels of bottled water and order new jugs as needed.
• Provide assistance with special projects and administrative initiatives as assigned.
• Collaborate closely with sales, service, and accounting teams to ensure efficient office and dealership operations.

Qualifications

• Previous experience in a receptionist, administrative, or office coordinator role (automotive dealership or event administration experience considered an asset).
• Exceptional communication and interpersonal skills with a professional and polished demeanor.
• Strong organizational skills and attention to detail.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and comfortable with Google Drive and digital filing systems.
• Ability to manage multiple tasks in a fast-paced environment while maintaining a high standard of accuracy.
• Reliable, punctual, and self-motivated with a proactive approach to problem solving.
• Comfortable handling confidential and financial information responsibly.

Working Conditions

• Full-time, on-site position based in Kelowna, BC.
• Professional, fast-paced luxury automotive environment.

About August Luxury Motorcars

August Luxury Motorcars is Western Canada's premier destination for high-end, exotic, and luxury vehicles. We pride ourselves on delivering exceptional customer service and upholding a culture of excellence, passion, and innovation. Our team shares a deep enthusiasm for automotive performance and craftsmanship, and we are committed to providing an elevated experience for every client.

Job Type: Full-time

Pay: $25.00-$27.00 per hour

Expected hours: 40 per week

Benefits:

• Dental care
• Extended health care
• Life insurance
• RRSP match

Work Location: In person