Office Coordinator

Purpose:

Performs a full range of administrative support duties, including cashier (if applicable), balancing cash receipts, preparing bank deposits, Farm Plan, and credit card receivable. 

Responsibilities:

• Scan documents and load them into Sales Workflow. 
• Run cards and complete customer signatures for sales. 
• Utilizing checklist, verify that all sales documents are included in each deal.  
• Complete and mail monthly thank you notes to customers.  
• Assist the Support Center with making monthly customer calls for the Internal and SATISFYD Surveys.  
• Provide backup and support for Parts and Service on an as needed basis.  
• Job Trainer for any new office coordinators.  
• Receives and refers visitors and telephone callers, ensuring these individuals are directed to the proper parties within the dealership or delegates this duty to another when needed. 
• Prepares bank deposits and balances cash receipts, Farm Plan and credit cards. 
• Distribute all inter/intra company mail. 
• Monitor and stock office, cleaning, and vendor supplies. 
• Provide invoices, reports, or other documents as needed for sales, parts, or service department. 
• Maintain office equipment in working condition. 
• Maintain petty cash records. 
• Support management in the pursuit of corporate policies, plans, goals, and long-term objectives. 
• Foster a great place to work environment, encouraging accountability, open communication, teamwork, and a commitment to serving the customer. 
• Follow all safety rules and regulations while performing work assignments and adhere to all policies and procedures as specified in company manuals and as directed in the employee handbook.  
• Maintain a positive and professional working relationship with peers, management, and support resources, with a constant commitment to teamwork and exemplary customer service. 
• Ensure that company’s reputation and image in the community is consistent with Hutson Inc. Core Values

Experience, Education, and Skills:

• 3-5 years of asset management experience is required.  
• Bachelor’s Degree in Business, Finance/Accounting, or Agricultural-related discipline or related field is required. 
• Detail oriented. 
• Proficient knowledge of database software and computer application systems. 
• Ability to use standard desktop applications such as Microsoft Office and internet functions. 
• Strong organizational, interpersonal, analytical and communication skills. 
• Knowledgeable of basic accounting concepts and principles.  

Essential Eligibility Requirements:

• Valid Driver’s License

Essential Job Requirements:

1. General Physical Requirements:

• Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Reaching, Standing, Walking, Lifting, Fingering, Grasping, Feeling, Talking, Hearing, and Repetitive Motions.

2. Visual Acuity:

• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading; visual inspection involving small defects, small parts and/or operation of machines (includes inspection); using measurement devices; and/or assembly of fabrication of parts at distances close to the eyes.
• The worker is required to have visual acuity to determine the accuracy, neatness, thoroughness of work assigned or to make general observations of facilities or structures.

Job Specific Competencies:

Cash Management: Accurately handles cash transactions, including processing payments and maintaining cash drawer integrity. Ensures all cash receipts are properly recorded. Demonstrates attention to detail and accountability in managing cash, and providing clear documentation for any discrepancies or adjustments.

Communication Skills: Demonstrates the ability to clearly and effectively communicate information, both verbally and written, to a variety of audiences. Actively listens to others, and responds appropriately. Uses concise, respectful, and professional language to build strong relationships.

Exceptional Customer Service Skills: Consistently delivers a high level of service by actively listening to customers, understanding their needs, and going above & beyond to exceed expectations. Demonstrates empathy and patience in all interactions, resolving issues promptly and professionally. Fosters long-term customer loyalty.

Aftermarket Responsibilities: Actively supports the Parts and Service departments as required, with enthusiasm. Ensures customers are directed to the correct department, provides invoice reports, and other documents as needed.

Sales Responsibilities: Supports the sales team as required with enthusiasm. Duties include but are not limited to payment acceptance, utilization of sales workflow, document collection and storage as required.