Reception Job Description


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A front desk person in a car dealership plays a crucial role in ensuring smooth operations and providing excellent customer service. In addition to typical front desk duties, their responsibilities may extend to accounts payable tasks. Here's an overview of what a front desk person, including accounts payable responsibilities, might do in a car dealership:

  • Greeting and Assisting Customers: The front desk person serves as the first point of contact for customers visiting the dealership. They warmly greet customers, answer inquiries, direct them to the appropriate departments, and provide general assistance. They strive to create a welcoming and friendly atmosphere.
  • Managing Phone Calls and Emails: Handling incoming phone calls and emails is an essential part of the front desk person's role. They respond to customer queries, direct calls to the appropriate staff members, and provide information about vehicle availability, pricing, and dealership services.

  • Scheduling Appointments: The front desk person assists in scheduling service appointments for customers, coordinating with the service department to find suitable time slots and ensuring efficient allocation of resources. They may also confirm or reschedule appointments as necessary.

  • Processing Payments and Invoicing: In the accounts payable aspect of their role, the front desk person may handle payments from customers, including cash, checks, credit/debit cards, or electronic transfers. They accurately record transactions, issue receipts, and maintain proper documentation.

  • Managing Accounts Payable: The front desk person may also be responsible for accounts payable tasks within the dealership. This includes receiving and reviewing vendor invoices, verifying the accuracy of charges, matching invoices with purchase orders or receiving documents, and entering the information into the dealership's accounting system.

  • Coordinating with Vendors: In relation to accounts payable, the front desk person may communicate with vendors or suppliers regarding invoice discrepancies, payment inquiries, and ensuring timely payment processing. They maintain positive relationships with vendors, promptly address any issues, and reconcile statements.

  • Administrative Support: Beyond customer service and accounts payable tasks, the front desk person may provide general administrative support. This can include maintaining filing systems, organizing paperwork, updating customer and vehicle records, and assisting other departments with administrative tasks as needed.

The front desk person in a car dealership plays a pivotal role in customer satisfaction and maintaining efficient dealership operations. Their ability to handle various responsibilities, including accounts payable tasks, contributes to the smooth functioning of the dealership and ensures positive interactions with customers and vendors.

To excel as a front desk person in a car dealership, certain skills and personality traits are particularly beneficial. Here are some qualities that are well-suited to this role:

  • Excellent Communication Skills: Strong verbal and written communication skills are essential for effectively interacting with customers, colleagues, and vendors. Clear and concise communication helps ensure accurate information exchange, resolve inquiries, and maintain positive relationships.

  • Customer Service Orientation: A customer-centric mindset is crucial for success in this role. The ability to empathize with customers, understand their needs, and provide exceptional service is essential. Patience, attentiveness, and the willingness to go the extra mile to assist customers contribute to a positive dealership experience.

  • Professionalism and Poise: Maintaining a professional demeanor, even in high-pressure situations, is vital. The front desk person represents the dealership and serves as a point of contact for visitors and callers. Presenting oneself in a polished, friendly, and confident manner fosters trust and credibility.

  • Organizational and Multitasking Skills: Car dealerships can be fast-paced and busy environments. Strong organizational skills and the ability to multitask are invaluable. Managing multiple priorities, scheduling appointments, handling phone calls and emails, and processing paperwork require effective time management and attention to detail.

  • Problem-Solving Abilities: Quick thinking and problem-solving skills are beneficial in resolving customer issues, handling unexpected situations, and addressing conflicts. The front desk person should be resourceful, adaptable, and capable of finding solutions while maintaining composure.

  • Computer Proficiency: Proficiency in using computer systems, including dealership software, customer relationship management (CRM) tools, and accounting software, is essential. Comfort with technology enables efficient handling of administrative tasks, customer records, and financial transactions.

  • Team Player: The ability to work collaboratively with colleagues from various departments fosters a positive and supportive work environment. Being a team player involves assisting others, sharing information, and contributing to the overall success of the dealership.

  • Attention to Detail: Accuracy is crucial, particularly when processing payments, invoices, and maintaining records. Attention to detail minimizes errors, ensures proper documentation, and contributes to financial integrity.

  • Discretion and Confidentiality: The front desk person often handles sensitive customer information and financial transactions. Demonstrating discretion, maintaining confidentiality, and respecting customer privacy are vital.

  • Positive Attitude: A positive attitude creates a welcoming and friendly atmosphere. Remaining optimistic, even during challenging situations, helps create a pleasant experience for customers and colleagues alike.

While not an exhaustive list, these skills and traits can help individuals thrive in a front desk position within a car dealership. They contribute to exceptional customer service, efficient operations, and a supportive team environment.

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