Mascor Toyota: Administrative Assistant

Mascor Toyota, a prominent dealership within the Plennegy Ltd group, is seeking to onboard an Administrative Assistant to join their operations in KwaZulu-Natal. This role is integral to the smooth functioning of the dealership, providing essential support to various departments and contributing to exceptional customer service.

About the Role

The Administrative Assistant at Mascor Toyota will serve as a crucial support function, facilitating daily operations and ensuring that administrative tasks are handled efficiently and professionally. This position offers an opportunity to gain broad exposure to the inner workings of a busy automotive dealership, interacting with different teams and contributing to a positive customer experience. The role demands meticulous attention to detail, strong organisational capabilities, and the ability to manage multiple tasks concurrently in a fast-paced environment.

The Administrative Assistant will be responsible for a range of duties that underpin the dealership's operational effectiveness. Key responsibilities will include:

• **Customer Interaction:** Greeting customers upon arrival, directing them to the appropriate departments, and providing a welcoming first impression.
• **Communication Management:** Answering incoming calls, screening them appropriately, and forwarding queries to the relevant personnel. Managing incoming and outgoing mail and deliveries.
• **Document Handling:** Organising and maintaining electronic and physical filing systems for customer records, sales, and service documentation.
• **Data Entry and Administration:** Inputting data into dealership management systems (DMS) accurately and promptly. Assisting with the preparation of invoices, quotations, and other necessary documentation.
• **Sales and Service Support:** Providing administrative assistance to the sales and service teams, which may include preparing paperwork for vehicle deliveries, scheduling service appointments, and liaising with parts departments.
• **Office Upkeep:** Ensuring the reception area and general office spaces are tidy and presentable. Ordering and maintaining office supplies.
• **General Administrative Tasks:** Performing various ad-hoc administrative duties as required to support the overall efficiency of the dealership.

What They're Looking For

To excel in this role, candidates will need a combination of administrative proficiency, strong interpersonal skills, and a proactive attitude. The ideal candidate will possess:

• **Educational Foundation:** A matriculation certificate (Grade 12) is a minimum requirement. Further education or training in office administration would be advantageous.
• **Administrative Experience:** Previous experience in an administrative or receptionist role, preferably within a customer-facing environment, would be highly beneficial. Experience in the automotive sector is a plus.
• **Technical Skills:** Proficiency in Microsoft Office Suite (Word, Excel, Outlook) is essential. Familiarity with dealership management systems would be an advantage.
• **Interpersonal Abilities:** Excellent communication and interpersonal skills, with the ability to interact professionally and courteously with customers and colleagues. A friendly and approachable demeanour is key.
• **Organisational Prowess:** Strong organisational and time-management skills, with the ability to prioritise tasks effectively and meet deadlines.
• **Attention to Detail:** Meticulous attention to detail in all administrative tasks, ensuring accuracy in documentation and data entry.
• **Problem-Solving Aptitude:** A willingness to learn and adapt, with the ability to handle unexpected situations calmly and efficiently.

In South Africa, administrative assistant roles are fundamental across many industries, particularly in retail and service environments like motor dealerships. While specific salaries vary based on experience, the size and location of the dealership, an Administrative Assistant in a large dealership like Mascor Toyota could typically expect a remuneration package in the range of R8,000 to R15,000 per month. Plennegy Ltd, as a larger group, often provides opportunities for professional development, and a successful Administrative Assistant can often progress into more specialised roles within the dealership or the wider group, such as service advisor, sales administrator, or even finance and insurance (F&I) support.

• Bachelor's degree in a relevant field.
• 3+ years of project management experience.
• Strong analytical and problem-solving skills.
• Excellent communication and leadership abilities.
• Proficiency in project management software.