Download - Dealership job descriptions1
ADMINISTRATION
Vice-President, General ManagerSecretary TreasurerOffice ManagerAccounts Receivable ClerkAccounts PayableLicense Clerk ILicense Clerk IIPayroll ClerkAdministration ClerkFile ClerkData Entry ClerkSwitchboard/ReceptionistPart-Time Switchboard/ReceptionistNew/Used Vehicle Sales Clerks
SALES
Senior New Vehicle ManagerBusiness ManagerAssistant Business ManagerFleet ManagerTruck SpecialistAssistant New Vehicle ManagerSales RepresentativesNew Vehicle Lot AttendantUsed Vehicle Sales ManagerAssistant Used Vehicle Sales ManagerUsed Vehicle Sales RepresentativeReconditioning TechnicianUsed Vehicle Lot AttendantGreeterPart-Time GreeterD.C.S. OperatorBusiness Clerk
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LEASING
Lease ManagerAssistant Lease ManagerLease RepresentativeSenior Leasing Accounting ClerkLeasing Clerk
SERVICE
Service DirectorService ManagerAssistant Service ManagerCustomer Assistant CoordinatorShop ManagerShop Quality Control ForemanRetail TechnicianLube Technician/ApprenticeService ConsultantControl Tower OperatorTime KeeperHead CashierService CashierPart-Time CashierService Sales RepresentativeGreeterService ReceptionistWarranty ClerkAppointment CoordinatorVehicle DetailUsed Vehicle DetailShuttle Bus DriverCar PorterPart-Time Car PorterMaintenance
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P.D.I.
P.D.I. ManagerP.D.I. CoordinatorP.D.I. TechnicianRustProoferDetail ForemanDetail PersonVehicle Preparation Attendant
BODY SHOP
Body Shop ManagerAssistant Body Shop ManagerShop ForemanBody Shop TechnicianBody Shop Technician ApprenticeEstimatorPaint PreperPaint TechnicianBody Shop ClerkDetail PersonLot Attendant
PARTS
Parts ManagerAssistant Parts ManagerTechnician CounterFront Counter PersonParts ClerkShipper/ReceiverParts Department Driver
ADMINISTRATION
Vice-President, General ManagerSecretary TreasurerOffice ManagerAccounts Receivable clerkAccounts PayableLicense Clerk ILicense Clerk IIPayroll ClerkAdministration ClerkFile ClerkData Entry ClerkSwitchboard/ReceptionistPart-Time Switchboard/ReceptionistNew/Used Vehicle Sales Clerks
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Vice-President, General Manager
Department: Corporate Administration
Division/Area: N/A
Reports To: President
Posts Supervised: All Department Managers______________________________________________________________________________
(2) Basic Function: To plan, organize, direct and control efficient and effectiveoverall corporate operations, ensuring each departmentmeets or exceeds sales objectives while maximizing
profitability, remaining within predetermined budgetaryguidelines. Ensures all staff members are dedicated to achieve maximum customer satisfaction.
______________________________________________________________________________
(3) Major Duties:
1) Establishes and recommends corporate and departmental budgetary objectivesboth globally and by line
2) Monitors and analyses all financial and performance reports
3) Supervises each department head under his/her control
4) Recommends/establishes policies and/or programs to improve efficiencies forattaining increased customer satisfaction and growth, employee productivityand corporate objectives.
5) Arranges "in-service" and other training programs to enhance skills and capabilities of all employees; i.e., APB, Predictive Index, etc.
6) Authorizes large purchase requisitions for equipment, services, supplies, etc.
7) Enters into contractual agreement with suppliers on large financial matters/investments after discussions and approval from Owner Principal
8) Supervises the performance of all contracts and/or agreements, ensuring allconditions are fulfilled
Vice-President, General Manager (Continues) Page 2 9) Reviews all P.I. tests with appropriate department head prior to hiring new
employees
10) Performs annual reviews and performance appraisals
11) Maintains a good working relationship with appropriate Manufacturer'sManagement and staff
12) Maintains current knowledge of all Manufacturers’. and competitive programs
13) Initiatives and /or attends meetings with government, corporate legal and financial institutions
14) Attends and remains a member in 'good standing' of appropriate Manufacturer'sdealership organizations, community business organizations, etc.
15) Handles personally all difficult dissatisfied customers
16) Maintains current knowledge of Canadian legislation as it affects the autoindustry or dealership directly
17) Develops and completes both annual and three year plans no later than four weeksprior to each fiscal year-end
18) Maintains a good working relationship with other dealers, regardless of franchise
19) Tours the entire premises at least twice a week during working hours
20) Holds weekly department heads meetings
21) Meets with individual department heads weekly to review and monitor progressand results
22) Arranges a minimum of two hours of undisturbed time weekly for planning andstrategy development
23) Ensures the dealership conforms to all municipal, provincial, federal and anyregulatory organization regulations
24) Analyses salary and market surveys
25) Approves and supervises all advertising or promotional programs
26) Ensures entire dealership premises are clean, neat and presentable at all times
Vice-President, General Manager (Continued) Page 3
27) Takes an individual interest in each employee, ensuring to call them by name andspeak to as many as possible on tour
28) Grooms a replacement for promotion
29) Monitors all key financial and inventory reports on a weekly basis
30) Attains mutually agreed and approved annual forecasts
31) Meets and interviews Manufacturer's representatives to determine business climate, product availability and competitive activity
32) Approves and authorizes all advertising and/or literature for publication
33) Meets with dealer principles every two weeks for operations review
34) Approves all company employee functions
35) Develops and maintains a sound team work philosophy within each department
36) Knows, understands and applies municipal, provincial and federal legislation as itpertains to employees and dealership
37) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to plan, organize, direct and control theday-to-day operations of the dealership. May have signingauthority as a corporate officer.
Relationships with: PresidentAll DepartmentsSuppliersGovernmental AgentsIndustry OrganizationsFinancial and Legal InstitutionsLocal Business OrganizationsGeneral Public
Vice-President, General Manager (Continued) Page 4
(5) Job Requirements:
1) Level of Education: Post Secondary/Univiersity Majoringin Business Administration
2) Experience required: Manufacturer's Dealership DepartmentalManagement helpful
3) Qualifications:
a) Expert knowledge of: All facets of accounting and vehicular business practices, A.P.B.,Predictive Index testing and Manufacturer'spolicies and procedures
b) Working exposure to: Finance, Computer Systems
c) Specials skills and abilities: Personnel ManagementCommunicationLogicPlanningOrganizationAnalyticalAccounting InterpretationTime ManagementPatienceBondableGood Listener
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
Vice-President, General Manager (Continued) Page 5
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Secretary Treasurer
Department: Administration Department
Division/Area: Administration
Reports To: Vice-President General Manager
Posts Supervised: Office Manager______________________________________________________________________________
(2) Basic Function: To maintain and develop accurate corporate accountingpractices and procedures for maximum profitability andcost-efficiencies within his/her department whilesupervising all accounting functions and staff.
______________________________________________________________________________
(3) Major Duties:
1) Monitors the supervision of payroll, accounts payable, accounts receivable andsales/purchases of vehicle documentation
2) Supervises all accounting functions
3) Completes Government returns, monthly, quarterly and annually, including: capital & repair expenditures actual, capital expenditures revised forecast, ownership & transfer of technology, retail trade survey
4) Signs all official documents for the dealership; i.e., cheques, lease agreements, etc.
5) Supervises the coding of all expenses requiring explanation
6) Deals with auditors when necessary
7) Supervises the preparation of monthly and year-to-year operating statements
8) Supervises the preparation of write off of depreciation and prepaid expenses
Secretary Treasurer (Continued) Page 2
9) Analyses specific accounts monthly which the President/General Manager request, including in-depth monitoring of the following accounts;
- Bank reconciliation's- Listing of contracts in transit ensuring no old outstanding amounts- New vehicle inventory- Used vehicle inventory- Work in progress- Factory receivables- Warranty claims- Accounts receivable
10) Conducts an analytical review of monthly financial statements highlighting:deviations from budget, unusual increases/decreases in revenue and expenses,providing explanations for each
11) Compares product lines by line and format, actuals against budget on a monthlyand year-to-date basis for gross margin deviations
12) Monitors vehicles and parts inventories for increased cost efficiencies andprofitability
13) Designs accounting policies and procedures for all departments
14) Receives department forecasts monthly 10 days prior to forecasted monthcommencement; i.e., June forecast by May 20
15) Provide daily operating control reports by department
16) Recommends capital expenditures for improved efficiencies
17) Deals with financial institutions to obtain the most advantageous rates of return
18) Performs annual reviews
19) Conducts regular monthly staff meetings
20) Attends department head meetings
21) Consults with individual department heads to assist in problem-solving
22) Negotiates employee benefit programs
23) Negotiates dealership garage policies
Secretary Treasurer (Continued) Page 3
24) Grooms a replacement
25) Knows, understands and applies municipal, provincial and federal legislationas it pertains to the dealership
26) Completes Manufacturer's dealer association salary surveys
27) Designs and inputs all special requested computer reports
28) Deals with Government auditors
29) Develops department head bonus plans
30) Attends training/Sseminars as necessary
31) Handles employee complaints when necessary
32) Prepares monthly and six year comparison of sales, expenses and profit bydepartment
33) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
34) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to approve all capital expenditures. Maintainand develop accounting procedures.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGovernmentSuppliersGeneral Public
Secretary Treasurer (Continued) Page 4
(5) Job Requirements:
1) Level of Education: Post Secondary/Univiersity with a designation preferable; i.e.CGA, RIA or CA
2) Experience required: Vehicular Accounting
3) Qualifications:
a) Expert knowledge of: All facets of accounting practices
b) Working exposure to: Computer operations,Manufacturer'saccounting systems
c) Specials skills and abilities: Staff ManagementCommunicationsOrganizationAnalyticalBondableAttention to DetailDecisiveDelegationMotivation
____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Office Manager
Department: Administration Department
Division/Area: Office
Reports To: Secretary Treasurer
Posts Supervised: All administration staff within office and other departments______________________________________________________________________________
(2) Basic Function: To assure that efficient and accurate accounting proceduresare conducted within each area under his/her directresponsibility while maintaining deadlines.
______________________________________________________________________________
(3) Major Duties:
1) Monitors Group Health Plan
2) Verifies weekly and semi-monthly payroll
3) Ensures monthly government financial institutions cheques are paid promptly
4) Analyses and audits monthly internal reports; i.e., sublet, Continuous ProtectionPlan, warranty claim schedules, etc.
5) Supervises and monitors employee performance and work flow for cost-effectiveness and efficiency
6) Recruits and interviews new department employees
7) Conducts training of new employees
8) Recommends and advises Secretary Treasurer of new policies and proceduresfor improved efficiencies either within the department or in conjunction withother departments.
9) Participates in regular monthly department meetings
10) Performs annual reviews
11) Monitors and prepares day's receivable schedule on a monthly basis
Office Manager (Continued) Page 2
12) Assists Manufacturer's and dealer association salary surveys
13) Relieves Secretary Treasurer in his/her absence
14) Work in conjunction with the Secretary Treasurer to determine methods andprocedures to obtain requested reports or address unique problems
15) Orders office and miscellaneous supplies
16) Attends department head meetings
17) Grooms a replacement for promotion
18) Prepares leasing and financial statement reports for Dealers Association
19) Processes all month end functions to financial statement
20) Maintains and monitors computer system handling all problems when they occur
21) Verifies all accruals are correct monthly
22) Balances all accounts within the general ledger monthly
23) Verifies audit trail each a.m. for errors and corrections
24) Monitors the supervision of payroll, accounts payable, accounts receivable and sales/purchases of vehicle documentation
25) Signs all official documents for the dealership; i.e., cheques, chattels for G.M.A.C. etc.
26) Monitors and codes all expenses requiring when necessary
27) Deals with auditors when necessary
28) Knows and understands the job function of each employees under his/her directsupervision
29) Consults with individual department heads to assist in problem-solving
Office Manager (Continued) Page 3
30) Reviews specific accounts monthly which the President/General Manager request,including in-depth monitoring of the following accounts:
- Bank reconciliation's- Listing of contracts in transit ensuring no old outstanding amounts- New vehicle inventory- Used vehicle inventory- Work in progress- Factory receivables- Warranty claims- Accounts receivable
31) Reviews and reconciles wholesale liability (notes payable - new vehicle and demos) and notes payable - lease and rental units against amount shown by the financial company
32) Knows, understands and applies municipal, provincial and federal legislation as itpertains to the dealership
33) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
34) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to supervise, train and develop his/her staff. To assure all necessary accounting transactions under
his/her control are efficiently and accurately administered..
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffSuppliersGeneral Public
______________________________________________________________________________(5) Job Requirements:
1) Level of Education: Grade 12, plus post-secondary
2) Experience required: Manufacturer's accounting practices and procedures helpful
Office Manager (Continued) Page 4
3) Qualifications:
a) Expert knowledge of: General accounting and office procedures,E.D.P. operations
b) Working exposure to: Dealership policies and proceduressystems
c) Specials skills and abilities: Office ManagementCommunicationsStaff ManagementPayroll KnowledgeLogicPatienceWorks Well Under StressBondable
____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Accounts Receivable Clerk
Department: Administration Department
Division/Area: Office
Reports To: Office Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To monitor and control all accounts receivable to assure necessary payment. Implement appropriate action to remedy outstanding balances.
____________________________________________________________________________
(3) Major Duties:
1) Reconciles all cheques received daily
2) Verifies all customer charge repair orders have a legitimate charge account
3) Mails charge repair order customer copies
4) Verified for accuracy invoices to insurance companies for repair claims
5) Monitors aged accounts and follows-up repayment of overdue accounts
6) Seeks guidance and/or assistance on problem accounts prior to contracting a collection agency
7) Processes parts and service account applications for reference checks; i.e., banks,suppliers, etc.
8) Verifies all control numbers and amounts on schedule are accurate, correctingwhen required
9) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
10) Performs other related duties
Accounts Receivable Clerk (Continued) Page 2
(4) Authority: Is given the authority to contact various agencies and institutions for preferences on credit applications.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffGeneral Public (by telephone)
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Accounts receivable preferable
3) Qualifications:
a) Expert knowledge of: Accounting practices helpful
b) Working exposure to: Computer operation, banking
c) Specials skills and abilities: Communication Initiative Detail OrientationTyping PatienceLogic
____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
Accounts Receivable Clerk (Continued) Page 3
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Accounts Payable Clerk
Department: Administration Department
Division/Area: Office
Reports To: Office Manager
Posts Supervised: NA______________________________________________________________________________
(2) Basic Function: To reconcile to supplier statements, to prepare cheques forpayment when due.
______________________________________________________________________________
(3) Major Duties:
1) Analyses monthly accounts payable report against actual statements
2) Reconciles and pays verified accounts
3) Instigates the necessary action to ratify outstanding balances
4) Prepares cheques as required
5) Matches purchase orders to invoices
6) Posts into computer accounts payable invoices as received
7) Ensures payment is made promptly to qualify for any applicable discounts
8) Returns any unapproved invoices to the department in question
9) Prepares bank deposits daily
10) Prepares and verifies all C.P.P. and P.P.M. documents and forms are accuratelycompleted
11) Submits claims to C.P.P. and P.P.M.
12) Reconciles payment upon receipt
13) Types all stencilled memos
Accounts Payable Clerk (Continued) Page 2
14) Types correspondence for department heads/managers
15) Types and sends customer related correspondence as required
16) Ensures all mail is prepared for 3:00 p.m. pickup
17) Inspects all envelopes to ensure all addresses are type written
18) Attends department meetings as required
19) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
20) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to prepare cheques for payment onoutstanding amounts.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffSuppliersGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Typing, Basic Accounting
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Computers helpful
c) Specials skills and abilities: BondableMathematicsTypingCommunication
Accounts Payable Clerk (Continued) Page 3
InitiativeAccurate
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: License Clerk I
Department: Administration Department
Division/Area: Administration
Reports To: Office Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To ensure all sold vehicles have the appropriate Licensingdocumentation completed.
______________________________________________________________________________
(3) Major Duties:
1) Prepares all Licensing applications for all vehicles daily
2) Determines Licensing fees, prepares cheque and submits to Ministry of Transport office
3) Verifies returned Licensing information and records applicable date on docket; i.e., plate and permit number
4) Places completed docket in mobile file
5) Files docket under appropriate sales representatives name
6) Contacts appropriate people to compete any missing information for Licensing
7) Contacts Ministry of Transport on a regular basis
8) Handles sales representatives inquires pertaining to specific clients Licensing
9) Attends department meetings when required
10) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
11) Performs other related duties
License Clerk 1 (Continued) Page 2
(4) Authority: Is given the authority to complete all documentation for Licensing of vehicles.
Relationships with: Sales Management and StaffAdministration Management and StaffGovernment
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Licensing Experience helpful
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: AccuracyOrganizedPatienceAttention to DetailCommunication
____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
License Clerk 1 (Continued) Page 3
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: License Clerk II
Department: Administration Department
Division/Area: Administration
Reports To: Office Manager
Posts Supervised: N/A____________________________________________________________________________
(2) Basic Function: To ensure all appropriate documents requiring typing areaccurately completed..
______________________________________________________________________________
(3) Major Duties:
1) Sorts all delivered vehicle dockets
2) Records docket information in new or used vehicle garage register
3) Types dockets for future sales
4) Matches NIVIS, V.D.R. and factory invoice from Manufacturer
5) Files matched documents in appropriate car line folder
6) Retrieves new vehicle pouches and matches with applicable NIVIS, V.D.R. andfactory invoice
7) Records stock numbers on each Manufacturer's document
8) Types, fills and files stock dockets
9) Records bills of lading in new vehicle garage register and files numerically
10) Files V.D.R.;'s numerically within appropriate vehicle line
11) Retrieves dockets from mobile file and types all pertinent documents
12) Attends department meetings as required
13) Handles sales representatives inquires pertaining to specific clients' licensing
License Clerk II (Continued) Page 2
14) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
15) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to finalize all documentation for Licensing ofvehicles..
Relationships with: Sales Management and StaffAdministration Management and Staff
____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: N/A
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: Attention to DetailOrganizedRapid WorkerCommunication
____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
License Clerk II (Continued) Page 3
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Payroll Clerk
Department: Administration Department
Division/Area: Office
Reports To: Office Manager
Posts Supervised: N/A____________________________________________________________________________
(2) Basic Function: Is responsible for maintaining accurate and current payroll records to ensure employees are paid accurately and on time. Prepares all cheques..
______________________________________________________________________________
(3) Major Duties:
1) Assists in revising all increases or changes in employees rates of pay within the payroll system
2) Totals all time tickets weekly
3) Assists in ensuring all terminated or new employees are deleted/added to payroll system
4) Answers all employee enquiries regarding their pay/deductions
5) Balances and remits insurance plan premiums
6) Summarizes payroll for posting in accounting
7) Prepares Sales Representatives monthly commission/bonus cheques
8) Obtains from Accounts Receivable any employee amounts charged to their account, ensuring employee has signed authorization for deductions
9) Reviews all pays for accuracy
10) Distributes pays to appropriate managers
11) Assists in balancing T4 slips at year end
Payroll Clerk (Continued) Page 2
12) Assists in preparing payroll statistics for Government
13) Assists in preparing, monitoring and controlling employee charitable donations through payroll deductions
14) Assists in calculating all vacation pay
15) Assists in issuing all records of employment
16) Prepares any manual cheques as required
17) Notifies immediate supervisor of any payroll procedures which are not adhered to by management or staff
18) Explains all payroll deductions/benefits to new employees
19) Ensures all appropriate forms are signed and accurately completed by new employees
20) Assists in other job functions within the Administration Department
21) Attends department meetings as required
22) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to
23) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to issue cheques, and make appropriatepayroll adjustments upon approval.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffBankGeneral Public
Payroll Clerk (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Previous Payroll Helpful
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Computers, Basic Accounting
c) Specials skills and abilities: BondableCommunicationsMaintain ConfidentialityAttention to DetailAccuracyMathTypingComputersInitiativeOrganized
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Administration Clerk
Department: Administration Department
Division/Area: Office
Reports To: Office Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible to replace any employee absent from Administration Department and assists Office
Manageras required..
______________________________________________________________________________
(3) Major Duties:
1) Knows and understands the job description function of each non-managementposition within the department
2) Performs bank reconciliation monthly
3) Assists and troubleshoots with employees when problems occur
4) Balances posting variances daily
5) Posts cheques as required
6) Balances new vehicle deliveries outstanding to schedule
7) Assists Office Manager in variances to budget when preparing financial statements
8) Reconciles and balances all charge accounts paid; i.e., Visa, Master Card, etc.
9) Reconciles and balances all General Motors outstanding accounts
10) Ensures all employee information on computer system is current and accurate
11) Attends department meetings as required
Administration Clerk (Continued) Page 2
12) ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
13) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to fulfil the job requirements for each position he/she relieves.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffFinancial InstitutionsBank
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, Post-Secondary Accounting Helpful
2) Experience required: Previous Auto Dealership helpful
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Computer Systems helpful
c) Specials skills and abilities: BondableProblem SolvingCommunicationAnalyticalWorks well under pressureAttention to DetailInitiativePatienceWorks with minimal supervision
Administration Clerk (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Date Entry Clerk
Department: Administration Department
Division/Area: General Office
Reports To: Office Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible to enter all required computer documentationinto computer, exercising maximum efficiencies and effecttime utilization..
______________________________________________________________________________
(3) Major Duties:
1) Performs data entry on main computer
2) Enters accounting copies of cheques into computer daily
3) Sorts and identifies any errors on service work orders from prior day
4) Posts all work orders on a daily basis
5) Posts all supplier invoice on a daily basis
6) Posts all journal entries daily
7) Posts all leasing documents into computer daily
8) Posts daily all delivered new and used vehicles requiring adjustments
9) Posts all parts slips daily
10) Posts warranty credits as required
11) Backs up computer at the end of each day
12) Attends department meetings as required
Data Entry Clerk (Continued) Page 2
13) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
14) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to verify work order totals and costs andquestion Service Department for any work order discrepancies.
Relationships with: Administration Management and StaffLease Management and StaffService Management and StaffParts Management and StaffGeneral Public
____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Data Entry, Typing, Basic Math helpful
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Accounting, Data Entry
c) Specials skills and abilities: BondableBasic BookkeepingAttention to DetailInitiativeCommunicationDiplomacyAccuracyOrganized
Data Entry Clerk (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: File Clerk
Department: Administration Department
Division/Area: Administration Office
Reports To: Office Manager
Posts Supervised: N/A____________________________________________________________________________
(2) Basic Function: Responsible for sorting and filing all required documents.
______________________________________________________________________________
(3) Major Duties:
1) Retrieves dockets from New Vehicle Clerks tray
2) Files dockets alphabetically, according to type of sale
3) Retrieves accounts payable invoices
4) Prepares appropriate suppliers folder and files documents in folder
5) Sorts work orders numerically into four categories
6) Files work orders in appropriate section
7) Retrieves both filing copies of cash disbursements
8) Files the appropriate document either numerically or alphabetically
9) Attends department meetings when necessary
10) Verifies that all documents for filing are properly completed
11) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
12) Performs other related duties
File Clerk (Continued) Page 2
(4) Authority: Is given the authority to file appropriate documents accurately.
Relationships with: Administration Management and Staff____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: N/A
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: AccuracyLogicCommunicationPatiencePleasant PersonalityAttention to Detail
____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 1:00 p.m. Monday - Friday
______________________________________________________________________________
File Clerk (Continued) Page 3
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Switchboard/Receptionist
Department: Administration Department
Division/Area: New Vehicle Showroom
Reports To: Office Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To answer all telephone inquiries in a friendly, courteousmanner, directing caller to appropriate receiver. Takesmessages when necessary.
______________________________________________________________________________
(3) Major Duties:
1) Opens switchboard
2) Answers all inquiries promptly in a courteous manner
3) Distributes calls to appropriate person
4) Takes messages, placing them in each recipient's message slot
5) Types vehicle quotes and letters as requested
6) Assists Greeters when necessary for customer greeting
7) Directs customers to appropriate departments and/or personnel
8) Records all in/outs of sales staff and Department Manager
9) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
10) Performs other related duties
Switchboard/Receptionist (Continued) Page 2
(4) Authority: Is given the authority to act as a Company introductory liaison for the general public..
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Switchboard helpful, Some Typing
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: Good Telephone VoiceCommunicationPeople SkillsAttention to DetailFriendly DispositionGood Listener
____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Switchboard/Receptionist (Continued) Page 3
Hours of Work: 8:30 a.m. - 4:30 p.m. Monday - Thursday8:00 a.m. - 6:00 p.m. Friday
(May be required to work overtime)______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Part-Time Switchboard/Receptionist
Department: Administration Department
Division/Area: New Vehicle Showroom
Reports To: Office Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To answer all telephone inquiries in a friendly, courteousmanner, directing caller to appropriate receiver. Takesmessages when necessary.
______________________________________________________________________________
(3) Major Duties:
1) Opens switchboard
2) Answers all inquiries promptly in a courteous manner
3) Distributes calls to appropriate person
4) Takes messages, placing them in each recipient's message slot
5) Types vehicle quotes and letters as requested
6) Assists Greeters when necessary for customer greeting
7) Directs customers to appropriate departments and/or personnel
8) Records all in/outs of sales staff and Department Manager
9) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
10) Performs other related duties
Part-Time Switchboard/Receptionist (Continued) Page 2
(4) Authority: Is given the authority to act as a Company introductory liaison for the general public..
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Switchboard helpful, Some Typing
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: Good Telephone VoiceCommunicationPeople SkillsAttention to DetailFriendly DispositionGood Listener
____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Part-Time Switchboard/Receptionist (Continued) Page 3
Hours of Work: 4:30 p.m. - 10:00 p.m. Monday - Thursday9:00 a.m. - 6:00 p.m. Saturday
______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: New/Used Vehicle Sales Clerks
Department: Administration Department
Division/Area: Vehicle Sales
Reports To: Office Manager
Posts Supervised: N/A____________________________________________________________________________
(2) Basic Function: To monitor, control and complete the necessarydocumentation on all vehicle sales.
______________________________________________________________________________
(3) Major Duties:
1) Receives vehicle deliveries from previous day
2) Prepares payout cheques for amounts payable for each vehicle
3) Prepares and sends any lien payout cheques
4) Prepares documentation (accounting) for input into computer
5) Deals with Sales Managers for commissions
6) Verifies finance cheques when received prior to deposit
7) Takes appropriate action for any outstanding vehicle account receivable
8) Types all refunds for cancelled deals
9) Communicates with other dealers for dealer trades; i.e., costs, etc.
10) Generates cheques for purchase on dealer trades
11) Generates copy of factory invoice for License Clerk
12) Maintains service merchandising system for new vehicles not required to be onsystem
New/Used Vehicle Sales Clerks (Continued) Page 2
13) Deals with Service Managers and representatives in a prompt and helpful manner
14) Relieves Switchboard as required
15) Process paperwork for Manufacturer Programs as necessary
16) Verified balances on schedules at months end
17) Verifies the account on P.D.I. order and corrects if necessary
18) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
19) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to deal with other dealerships when required.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffOther Dealerships
____________________________________________________________________________(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Typing, basic accounting
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: MathematicsTypingCommunicationInitiativeAccuracyBondable
New/Used Vehicle Sales Clerks (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
SALES
Senior New Vehicle ManagerBusiness ManagerAssistant Business ManagerFleet ManagerTruck SpecialistAssistant New Vehicle ManagerSales RepresentativesNew Vehicle Lot AttendantUsed Vehicle Sales ManagerAssistant Used Vehicle Sales ManagerUsed Vehicle Sales RepresentativeReconditioning TechnicianUsed Vehicle Lot AttendantGreeterPart-Time GreeterD.C.S. OperatorBusiness Clerk
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Senior New Vehicle Manager
Department: Sales Department
Division/Area: New Vehicle Sales
Reports To: General Manager
Posts Supervised: Sales Management Staff, F & I Sales Management StaffP.D.I. Manager - indirectly
______________________________________________________________________________
(2) Basic Function: Is responsible for the efficient and profitable planning,organization, direction and control of the New Vehicle Sales Department, including manpower forecasting,obtaining projected sales objectives and bottom line results.
______________________________________________________________________________
(3) Major Duties:
1) Prepares annual plan, establishing staffing patterns, gross sales, categorybreakdowns, cost of sale, marketing/promotional expense, plus any additional expenses to the contribution margin of the profit and loss statement
2) Monitors closely the profitability of his/her department taking prompt correctiveaction where necessary
3) Works in close co-operation with the used vehicle and leasing department in order to maximize sales potentials
4) Establishes monthly, quarterly and annual forecasts monitoring actuals againstforecast and prior year
5) Establishes and supervises new vehicle inventory control systems
6) Reviews and controls new vehicle inventory, ordering as required.
7) Establishes, monitors and controls vehicular inventory levels
8) Monitors and controls the rotation of new vehicle inventory to maximize financesaving.
Senior New Vehicle Manager (Continued) Page 2
9) Ensures dealer trades are negotiated favourable to Dealership's advantage
10) Recommends advertising strategies for maximum sales potential
11) Ensures new vehicles sales strategies are adhered to
12) Establishes departmental policies and procedures
13) Meets regularly with supervisory staff to ensure staffing and monetary efficiencies are maintained
14) Reviews and monitors performance of all staff reporting directly to him/her
15) Maintains a constant awareness of CSI levels within the dealership in orderto obtain higher index levels
16) Handles difficult customer complaints to ensure customer satisfaction immediately
17) Conducts weekly sales management meetings
18) Attends department head meetings
19) Conducts weekly new vehicle sales meetings as required
20) Prepares sales meeting formats for Sales Department
21) Monitors and reviews blue log for daily evaluation of individual salesrepresentatives performance with Assistant New Vehicle Manager
22) Reviews daily, weekly and monthly logs to ensure each is accurate and current
23) Ensures desk schedule is followed
24) Recruits and interviews sales staff as required
25) Attends G.M. seminars as required
26) Monitors lot activity to minimize lot damage expenses
27) Ensures all general and new vehicle sales department policies are followed
28) Supervises his/her department heads in establishing training programs, includingproduct knowledge and competitive activity
Senior New Vehicle Manager (Continued) Page 3
29) Contacts his/her share of management call backs
30) Supervises and monitors Greeters functions and schedules
31) Reviews and supervises sales representatives schedule plan with each individual
32) Recommends and reviews corrective measures for individual performers, assisting individuals when necessary
33) Assists in training sales staff when necessary
34) Performs annual reviews
35) Trains a replacement
36) Knows and understands hiring and termination legislation
37) Prepares and reviews sales representatives compensation agreement with theGeneral Manager on a regular basis
38) Designs and implements promotional programs and employee incentive programswithin his/her department
39) Implements required Manufacturer's factory programs
40) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
41) Knows, understands and applies all municipal, provincial and federal legislation as it pertains to the dealership
42) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to plan, organize, direct and control his/herdepartment within predetermined budgetary guidelines..
Relationships with: Sales Management and StaffLease Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
Senior New Vehicle Manager (Continued) Page 4
(5) Job Requirements:
1) Level of Education: Grade 12, post-secondarymanagement training helpful
2) Experience required: Previous sales management
3) Qualifications:
a) Expert knowledge of: Preferable Manufacturer policies, warranties, direct sales
b) Working exposure to: Statistics, computers,general accounting
c) Specials skills and abilities: Instructional SkillsExtrovertPeople SkillsData EvaluationDecision MakerInitiativeAttention to DetailBondableDiplomacyCommunicationDelegationAmbitiousMaintains ConfidentialityMotivator
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Senior New Vehicle Manager (Continued) Page 5
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Thursday9:00 a.m. - 6:00 p.m. Friday & Saturday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform required______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Business Manager
Department: Sales Department
Division/Area: Aftermarket Sales
Reports To: Senior New Vehicle Sales Manager
Posts Supervised: Business Clerks______________________________________________________________________________
(2) Basic Function: Responsible for selling, financing, chemicals, warranties and insurance to sold customers and obtaining predetermined sales quotas within budgetary guidelines.
._____________________________________________________________________________
(3) Major Duties:
1) Organizes daily guideline
2) Contacts financial institutions for credit approvals from prior day
3) Enters delivery dates and times into master log
4) Prepares work orders and notifies Sales Reps re: each delivery
5) Prepares, enters on computer any/all documentation for final delivery, i.e.,finance contracts, extended warranty forms, insurance forms
6) Notifies New Vehicle Manager of any undelivered vehicles and reschedulesinto log
7) Contacts any clients for additional information for finance companies
8) Schedules work hours for business department
9) Records gross profit and items sold to each customer on daily log book
10) Forecasts average dollar sales per vehicle monthly and annually for new and used vehicles
Business Manger (Continued) Page 2
11) Monitors sales against forecast on a year-to-date and prior year basis
12) Trains Sales Reps on proper turnover to business office
13) Trains and supervises Business Clerks
14) Prepares month end sales reports for extended warranties and insurance
15) Meets with customers taking delivery for finalization and signing of appropriate documents
16) Prepares final insurance documentation
17) Performs annual reviews
18) Attends Tuesday morning sales meeting alternating with Business Clerks
19) Maintains current aftermarket product knowledge
20) Handles all insurance claims; i.e., thefts, accidents, etc.
21) Attends Manufacturer's and training seminars
22) Totals and balances all cash receipts and deposits
23) Handles all collections; i.e., bounced cheques pertaining to sales department
24) Reports to New Vehicle Manger, Secretary Treasurer, Vice-President, General Manager and President weekly number of units delivered and number of units left in system
25) Process all delivered vehicles re: aftermarket commissions
26) Sources and identifies new and improved aftermarket products
27) Maximizes gross profit margins to achieve or exceed quotas
28) Monitors and controls department expenses to maximize cost efficiencies
29) Verifies pricing schedules monthly against competitive dealers
30) Attends weekly department head meetings
31) Grooms a replacement
Business Manager (Continued) Page 3
32) Recruits, hires and trains business staff
33) Knows and understands municipal, provincial and federal legislation pertainingto the dealership
34) Designs promotional and incentive customer programs
35) Handles difficult customer complaints
36) Sets up reserve accounts to deal with rust claims and repossessions
37) Checks in, signs for and makes any claims pertaining to repossessions as perGMAC agreement
38) Calculates SMART lease proposals, corrects same if necessary and sets-up systemfor follow-up
39) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
40) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to sign finance contracts and handle cash payments
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffFinancial InstitutionsSuppliersGeneral Public
____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Sales and/or finance helpful
Business Manager (Continued) Page 4
3) Qualifications:
a) Expert knowledge of: Computers
b) Working exposure to: Auto dealerships helpful
c) Specials skills and abilities: InitiativeBondableorganizationalAttention to DetailCommunicationPeople Skill
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 10:00 p.m. Monday - Thursday9:00 a.m. - 6:00 p.m. Friday - Saturday
Hours worked on a rotation shift basis______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Assistant Business Manager
Department: Sales Department
Division/Area: Aftermarket Sales
Reports To: Business Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Responsible for selling, financing, chemicals, warrantiesand insurance to sold customers and obtainingpredetermined sales quotas within budgetary guidelines.
______________________________________________________________________________
(3) Major Duties:
1) Organizes daily guideline
2) Contacts financial institutions for approvals from prior day
3) Enters delivery dates and times onto master log
4) Prepares work orders and notifies Sales Reps re: each delivery
5) Delivers "delivery work orders" to P.D.I. Manager
6) Prepares, enters on computer any/all documentation for final delivery; i.e.finance contracts, extended warranty forms, insurance forms
7) Informs Used Vehicle Manager of any used vehicle approved transactions andvehicle financing approved
8) Discussed with New and Used Vehicle Managers any problems relating to problem financing
9) Meets with customers taking delivery for finalization and signing of appropriatedocuments
10) Contacts any clients for additional information for finance companies
Assistant Business Manager (Continued) Page 2
11) Sends credit information through FAX machine to appropriate finance sources
12) Totals month end sales and logs salesmen average per vehicle
13) Records gross profit and items sold to each customer in daily log book whenrequired
14) Trains Sales Reps on proper turnover to business office when required
15) Prepares final insurance documentation when required
16) Attends Manufacturer and training seminars
17) Assists in handling all insurance claims; i.e., thefts, accidents, etc.
18) Maintains current aftermarket product knowledge
19) Attends Tuesday morning sales meeting alternating with the Business Manager
20) Totals and balances all cash receipts and deposits
21) Handles all collections; i.e., bounced cheques pertaining to sales department whenrequired
22) Assists in working unapprovable deals to acceptable transaction levels; i.e.,changing vehicles,
23) Maximizes gross profit margins to achieve or exceed quotas
24) Handles customer complaints notifying Business Manager when unsolvable
25) Process all delivered vehicles re: aftermarket commissions when required
26) Knows, understands and applies municipal, provincial and federal legislationas it pertains to the dealership
27) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to
28) Performs other related duties
Assistant Business Manager (Continued) Page 3
(4) Authority: Is given the authority to sign finance contracts and handlecash payments.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffFinancial InstitutionsSuppliersGeneral Public
____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Sales and/or finance helpful
3) Qualifications:
a) Expert knowledge of: Computers
b) Working exposure to: Auto dealerships helpful
c) Specials skills and abilities: Initiative BondableOrganizationalAttention to DetailCommunicationPeople Skills
____________________________________________________________________________
Assistant Business Manager (Continued) Page 4
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 10:00 p.m. Monday - Thursday9:00 a.m. - 6:00 p.m. Friday - Saturday
Hours worked on a rotation shift basis______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Fleet Manager
Department: Sales Department
Division/Area: New Vehicle Sales
Reports To: Senior New Vehicle Manager
Posts Supervised: N/A____________________________________________________________________________
(2) Basic Function: Is responsible for developing new fleet business while maintaining existing client base in order to achieve predetermined sales objectives.
_____________________________________________________________________________
(3) Major Duties:
1) Notifies receptionist upon arrival and departure each day
2) Determines fleet vehicles for delivery within seven days
3) Contacts individual drivers to set appointments for delivery
4) Prepares delivery receipts and appropriate documentation for current day deliveries
5) Ensures client inspects vehicle and signs documentation prior to receiving vehicle
6) Installs license plates as required
7) Explains warranty policy and owners manual to client
8) Prepares client invoices, sending client copies and one copy to Administration
9) Inspects all drop offs for mileage, scratches and dents
10) Follows-up on all accounts on a regular basis
11) Makes cold calls to develop new business when time permits
12) Handles all initial customer complaints and follow up to ensure customersatisfaction is achieved
Fleet Manager (Continued) Page 2
13) Determines sales objectives on a monthly basis
14) Deals with lease companies
15) Attends department meetings as required
16) Verifies status of vehicles on order upon customer request
17) Assists Senior New Vehicle Manager for ordering inventory
18) Attends Manufacturer's seminars and training programs when necessary
19) Relieves Sales Managers when required
20) Accepts orders from lease and fleet companies
21) Orders all necessary vehicles from Manufacturer
22) Meets, greets and assists fleet customers as time permits
23) Assists in properly documenting fleet and competitive equalization rebates
24) Prepares introductory mailing for target audience
25) Prepares second mailing for follow-up
26) Follows-up each mailing by telephone
27) Prepares and presents sales presentations
28) Follows-up on presentation for quotes, tenders or sales
29) Assists in pricing fleet vehicles applying all request options
30) Obtains licensing information from clients
31) Determines delivery dates with clients
32) Understands dealership lease/sales agreements
33) Demonstrates requested vehicles as required
34) Prepares all necessary fleet documentation for typing and processing
Fleet Manager (Continued) Page 3
35) Obtains all necessary purchase orders or deposits on vehicles for delivery
36) Attends trade meetings, seminars, new vehicle shows, N.A.F.A. meetings andlocal board of trade meetings when applicable
37) Adheres to company "Commitment to Excellence" delivery procedures
38) Forecasts dollars and units monthly, semi-annual and annual sales
39) Attends weekly managers meetings
40) Obtains approval from Senior New Vehicle Manager on any speciality or in limited supply vehicles prior to selling
41) Knows, understands all municipal, provincial and federal legislation as it pertains to the dealership
42) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to
43) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to develop new clientele and maintain existing client base through direct customer contact and follow-updeals with lease companies.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffLease CompaniesGovernment and AgenciesGeneral Public
____________________________________________________________________________
Fleet Manager (Continued) Page 4
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Valid consumer and commercial motor vehicle dealers sales license
3) Qualifications:
a) Expert knowledge of: Office administration
b) Working exposure to: Direct and telephone sales
c) Specials skills and abilities: BondableSafe Driving RecordAttention to DetailCommunicationorganizationalPresentable AppearanceEnergeticEnthusiasticAbility to follow-upWorks with minimum supervisionPatienceGood ListenerPleasant PersonalityTeam Player
____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday(May be required to work overtime)
______________________________________________________________________________
Fleet Manager (Continued) Page 5
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Truck Specialist
Department: Sales Department
Division/Area: Truck Sales
Reports To: Senior New Vehicle Manager
Posts Supervised: N/A____________________________________________________________________________
(2) Basic Function: Is responsible to develop new business while servingand maintaining existing business at a corporate leveland to achieve predetermined sales objectives.
______________________________________________________________________________
(3) Major Duties:
1) Notifies receptionist upon arrival and departure each day
2) Organizes daily plan
3) Verifies inventory levels for trucks
4) Orders new trucks upon approval from Senior New Vehicle Manager
5) Prepares target client list
6) solicits new business
7) Prepares introductory mailing for target audience
8) Prepares second mailing identifying any special promotions
9) Follows-up each mailing by telephone or personal contact
10) Prepares and presents sales presentations
11) Follows-up on presentations for quotes, tenders or sales
12) Applies license plates and delivers vehicles when necessary
Truck Specialist (Continued) Page 2
13) Assists Senior New Vehicle Manager in verifying truck orders in system; i.e., inventory, costing on computer, etc.
14) Attends weekly sales meetings
15) Meets with clients determining their needs
16) Prepares specific proposals and quotations for clients
17) Demonstrates requested vehicles as required
18) Obtains agreement to lease or purchase accompanied with deposit or purchase order
19) Obtains clients insurance policy copy or copy of motor vehicle liability insurancecard
20) Recommends advertising and promotional programs
21) Contacts new and existing clients on a regular basis for client follow-up
22) Attends trade meetings, seminars, new vehicle shows and local board of trade when required
23) Adheres to company "Commitment to Excellence" delivery procedures
24) Maintains a current file on each client
25) Assists in forecasting dollars in units monthly, semi-annual and annual sales
26) Knows and understands warranties, after market products, chemicals andmanufacturers warranties
27) Walks new and used lot at least twice a week for general inventory knowledge
28) Maintains current products knowledge, benefits and features for comprehensivesales presentations
29) Maintains a "Commitment to Excellence" average above Toronto Manufacturer'szone average in each category
30) Prospects and follows-up referrals regularly
31) Purifies files of all un-sold clients
Truck Specialist (Continued) Page 3
32) Retrieves dealer locates when required
33) Introduces each sold client to the Business Manager
34) Maintains a working knowledge of all facets of wholesale and retail leasingpolicies and procedures
35) Co-ordinates orders with aftermarket equipment manufacturers
36) Knows and understands current G.M. retail and fleet marketing programs
37) Maintains new truck display in appropriate fashion at all times
38) Relieves on sales desk as required
39) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
40) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to negotiate with suppliers and manufacturers,
ordering required inventory. May develop and finalize allaspects of a sale..
Relationships with: Sales Management and StaffLease Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffGovernment AgenciesGeneral Public
____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid drivers' license, validconsumer and commercial motor vehicledealer sales license
2) Experience required: Previous truck sales
Truck Specialist (Continued) Page 4
3) Qualifications:
a) Expert knowledge of: Trucks and warranties
b) Working exposure to: Computers, basic statistics, accounting
c) Specials skills and abilities: BondableCommunicationPeople SkillsInitiativeAttention to DetailSalesWorks with minimal supervisionSafe Driving RecordOrganizationalPresentable AppearanceEnergeticEnthusiasticAbility to follow-upPatienceGood ListenerPleasant PersonalityTeam Player
____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 10:00 p.m. Monday - Thursday9:00 a.m. - 6:00 p.m. Friday & Saturday
Hours worked on a rotation basis
(May be required to work overtime)______________________________________________________________________________
Truck Specialist (Continued) Page 5
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Assistant New Vehicle Manager
Department: Sales Department
Division/Area: New Vehicle Sales
Reports To: Senior New Vehicle Manager
Posts Supervised: Sales Representatives, Lot Persons____________________________________________________________________________
(2) Basic Function: Is responsible for ensuring sales staff perform to dealershipstandards while achieving predetermined sales objectiveswithin budgetary guidelines.
______________________________________________________________________________
(3) Major Duties:
1) Provides sales staff his/her undivided attention, assisting in superior sellingtechniques
2) Ensures showroom is adequately covered at all times by sales people
3) Ensures blue sales log is current and accurately maintained at all times
4) Controls each sales negotiation for maximization of gross profit levels
5) Monitors sales representatives daily activities for owner follow-up, deliveries,appointments and paperwork
6) Reviews individual gross dollars in unit performance
7) Assists in developing high close ratios with all sales staff
8) Monitors staff for individual low performance trends
9) Assists low performing individuals
10) Monitors sales representatives deliveries, to ensure G.M. "Commitment toExcellence" and all dealership procedures are applied
11) Ensures sales representatives turn customer over to the Business Officeupon each sales completion
Assistant New Vehicle Manager (Continued) Page 2
12) Ensures showroom and new vehicle lot display area are maintained in aclean neat orderly fashion
13) Ensures showroom and display areas are rearranged on a weekly basis
14) Ensures new vehicle lot display is washed on a weekly basis, weatherpermitting
15) Ensures any damage or mechanical failure to new vehicles are repairedimmediately
16) Ensures vehicles in new vehicle lot display are free of snow during winter months
17) Contact his/her share of management call backs
18) Co-ordinates dealer trades and negotiates favourably to North York's Advantage
19) Ensures all policies and procedures are followed
20) Assists in forecasting monthly, quarterly and annual, new car sales year-to-dateand versus prior year
21) Achieves all forecast projections
22) Ensures weekly morning meetings are held with complete attendance
23) Assists Senior New Vehicle Manager in developing new vehicle and truck adformats, contests and promotions
24) Assists in interviewing and hiring new sales staff
25) Assists in performing annual reviews of sales staff
26) Communicates all Manufacturer's product updates to sales staff
27) Recommends and implements a training program for competitive productknowledge
28) Assists in establishing, monitoring and controlling vehicular inventory levels
29) Assists D.C.S. Operator when required
30) Maintains a good working relationship with other department managers
Assistant New Vehicle Manager (Continued) Page 3
31) Knows, understands and applies all municipal, provincial and federal legislationas it pertains to the dealership
32) Attends sales training seminars as required
33) Develops and grooms a replacement for promotion
34) Performs other related duties____________________________________________________________________________
(4) Authority: Is given the authority to negotiate with sales, assist in orderinginventory and supervise sales staff..
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid drivers' license, validconsumer and motor vehicle dealerssales license
2) Experience required: Previous Manufacturer's sales preferable
3) Qualifications:
a) Expert knowledge of: Manufacturer's products preferable
b) Working exposure to: Basic statistics helpful, computers
Assistant New Vehicle Manager (Continued) Page 4
c) Specials skills and abilities: BondableAttention to DetailCommunicationPeople SkillsAmbitiousMaintains ConfidentialityMotivatorPleasant PersonalityPatienceGood ListenerGood CloserPersuasiveEnergeticPresentable Appearance
___________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 10:00 p.m. Monday - Thursday9:00 a.m. - 6:00 p.m. Friday & Saturday
Hours worked on a rotation basis
(May be required to work overtime)______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Sales Representatives
Department: Sales Department
Division/Area: New Vehicle Sales
Reports To: Assistant New Vehicle Manager
Posts Supervised: N/A____________________________________________________________________________
(2) Basic Function: Is responsible for consistently meeting or surpassingpredetermined and mutually agreed upon corporate sales objectives..
______________________________________________________________________________
(3) Major Duties:
1) Plans and organizes daily routine: i.e., owner follow-up, un-sold customers,confirmation of outstanding delivery dates and times
2) Maintains current product knowledge benefits and features for comprehensivesales presentations
3) Prepares annual sales and delivery forecasts
4) Adheres to company "Commitment to Excellence" delivery procedures
5) Maintains a "Commitment to Excellence" average above the TorontoManufacturer's zone average in each category
6) Telephones all sold customers within seven days of vehicle delivery for satisfaction levels
7) Consistently strives to maximize customer satisfaction
8) Prospects customers on and off the dealership on a regular basis
9) Prospects and follows-up referrals daily
10) Maintains files on all sold and unsold customers
11) Introduces each sold client to a Business Manager
Sales Representatives (Continued) Page 2
12) Attends a participates in all weekly morning general sales meetings
13) Notifies switchboard upon arrival and leaving each day
14) Walks new and used vehicle lots at least twice a week for general inventoryknowledge
15) Maintains a working knowledge of all products for sale including warranties,chemicals and finance plans
16) Attends Manufacturer's training sessions and meetings as required
17) Maintains a working knowledge in all facets of retail leasing policies andprocedures
18) Ensures management approval is obtained prior to offering any discounts/incentives to customers
19) Promotes Dealership in a positive image at all times
20) Abides by committee decisions on any/all split deals
21) Maintains a high score average in product knowledge quizzes
22) Attends and participates in off showroom floor activities; i.e., auto shows, etc.
23) Knows, understands and applies the motor vehicle dealers act the businesspractices act, consumer protection act, competition act and any other acts asthey may relate to his/her job
24) Obtains prior management approval for any advertising
25) Refrains from smoking when in presence of customers
26) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
27) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to complete sales transactions in accordancewith approved corporate policies and procedures.
Sales Representatives (Continued) Page 3
Relationships with: Sales Management and StaffLease Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid consumer and commercial motor vehicle dealerssales license
2) Experience required: Valid drivers' license
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Detail/retail sales helpful,
c) Specials skills and abilities: BondableCommunicationPeople SkillsInitiativeReliableEnergeticPleasant Personality
Presentable AppearanceGood ListenerAmbitiousIntegrityWorks with minimum supervision
___________________________________________________________________________
Sales Representatives (Continued) Page 4
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 10:00 p.m. Monday - Thursday9:00 a.m. - 6:00 p.m. Friday & Saturday
Hours worked on a rotation basis
(May be required to work overtime)______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: New Vehicle Lot Attendant
Department: Sales Department
Division/Area: New Vehicle Sales
Reports To: Assistant New Vehicle Manager
Posts Supervised: N/A____________________________________________________________________________
(2) Basic Function: Is responsible for maintaining inventory in an orderly,efficient manner. Ensuring all vehicles are clean, presentable and correctly displayed in order to achieve maximum customer satisfaction.
_____________________________________________________________________________
(3) Major Duties:
1) Punches time card at start and completion of each day and lunch hour
2) Realigns new vehicle display areas twice weekly
3) Replaces sold vehicles as directed
4) Washes new vehicle display twice weekly weather permitting
5) Places vehicles in proper inventory position whether sold or un-sold
6) Places inventory keys on inventory board
7) Keeps equipment in good working order
8) Walks sold and un-sold inventory with Assistant New Vehicle Manager twiceper week
9) Installs sales price mirror signs when required
10) Strips all new vehicles of plastics and stickers for front lot display
11) Trades inventory units from one storage yard to another
Lot Attendant (Continued) Page 2
12) Delivers/retrieves documents to/from outside sources when required;i.e., bank, lawyer, Manufacturer's, etc.
13) Assists in physically delivering vehicles to final destination when required
14) Reports all lot damage or malfunctioning of vehicles on display to Assistant NewVehicle Manager
15) Delivers damageed/malfunctioning vehicles to the Service Department
16) Reports twice daily to Assistant New Vehicle Manager for priorities of the day
17) Ensures vehicles within demo line are maintained in a presentable fashion; i.e., gas, cleanliness etc.
18) Ensures walkways and entrances to showroom are free of debris, ice and snowat all times
19) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
20) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to maintain new vehicles and lotsin a clean and presentable appearance.
Relationships with: Sales Management and StaffService Management and StaffGeneral Public
____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12/equivalent, valid drivers' license,
2) Experience required: Safe driving record
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
Lot Attendant (Continued) Page 3
c) Specials skills and abilities: Attention to DetailSafe Driving RecordInitiativeCommunicationBondableClean, Presentable AppearanceWorks with minimal supervisionPleasant PersonalityGood Physical Condition
___________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Used Vehicle Sales Manager
Department: Used Vehicle Sales
Division/Area: Used Vehicle Sales
Reports To: Vice-President General Manager
Posts Supervised: Used Vehicle Sales Representatives,Lot Attendant, Vehicle Prep, UsedVehicle Detail
____________________________________________________________________________
(2) Basic Function: Is responsible for ensuring sales staff perform to dealershipstandards , achieving predetermined sales objectiveswithin budgetary guidelines.
______________________________________________________________________________
(3) Major Duties:
1) Assumes responsibility for truck and used vehicle department objectives andresults
2) Ensures Tuesday and Saturday morning sales meetings are held withcomplete attendance
3) Reviews sales representatives daily log for activities for owner follow-up,deliveries, appointments, paperwork, etc.
4) Reviews and controls used vehicle inventory (retail mixture/ wholesaling)
5) Develops used vehicle, truck ad formats, contests and promotion
6) Ensures all policies and procedures are followed
7) Interviews and assists in training new sales staff
8) Supervises Assistant Used Vehicle Sales Manager
9) Performs annual reviews
10) Interviews, develops and assists low performing individuals
Used Vehicle Sales Manager (Continued) Page 2
11) Contacts his/her share of management call backs
12) Knows and is skilled in retail and wholesale lease calculations
13) Develops and grooms a replacement for promotion
14) Attends department head meetings as required
15) Achieves all forecast projections
16) Knows, understands and applies all municipal, provincial and federal legislation as it pertains to the dealership
17) Ensures all general sales department dealership policies are followed
18) Establishes and supervises uses vehicle inventory control system
19) Determines advertising budget
20) Reviews daily, weekly and monthly logs to ensure each is accurate andcurrently maintained
21) Handles difficult customer complaints to ensure customer satisfaction
22) Establishes departmental policies and procedures
23) Establishes monthly, quarterly and annual forecasts monitoring actuals againstforecast and prior year
24) Prepares annual plan, establishing staffing patterns, gross sales, categorybreakdowns, cost of sale, marketing/promotional expense plus any additionalexpenses to the contribution margin of the profit and loss statement
25) Monitors daily the profitability of his/her department, taking prompt correctiveaction when necessary
26) Meets regularly with supervisory staff to ensures staffing and monetary efficiencies are maintained
27) Knows and understands all job positions under his/her control
28) Knows and understands all facets of licensing, safety checks and documentation
29) Appraises accurately all vehicles tendered for trade
Used Vehicle Sales Manager (Continued) Page 3
30) Decides whether to proceed with reconditioning of prospective retail based on cost efficiencies
31) Appraises all leased coming off lease and purchases all vehicles for resale/wholesale
32) Determines all retain selling prices
33) Attends training/seminars as required
34) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
35) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to plan, organize, direct and control his/herdepartment within predetermined budgetary guidelines. Hasauthority to handle and complete all wholesale transactions.
Relationships with: Sales Management and StaffLease Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffSuppliersGeneral Public
____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: Used Vehicle Sales within Dealership
3) Qualifications:
a) Expert knowledge of: Personnel Management
b) Working exposure to: N/A
Used Vehicle Sales Manager (Continued) Page 4
c) Specials skills and abilities: BondableMechanically InclinedPeople SkillsInitiativeAttention to DetailCommunicationAmbitiousNegotiation SkillsDecisiveGood MemoryGood ListenerPatienceWorks well under pressure
____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 10:00 p.m. Monday - Thursday9:00 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Assistant Used Vehicle Sales Manager
Department: Used Vehicle Sales
Division/Area: Used Vehicle Sales
Reports To: Used Vehicle Manager
Posts Supervised: Used Vehicle Sales Representatives,, Lot Attendant______________________________________________________________________________
(2) Basic Function: Is responsible for supervising sales staff for the achievement of dealership performance standards..
______________________________________________________________________________
(3) Major Duties:
1) Attends weekly meetings ensuring staff attendance
2) Supervises sales representatives daily activities fro owner follow-up
3) Assists in reviewing used vehicle inventory (retail mixture/wholesaling)
4) Ensures all policies and procedures are followed by sales staff
5) Assists in interviewing and training new sales staff
6) Assists in forecasting new monthly used car sales, year-to-date and versusprior year
7) performs annual reviews on sales staff
8) Monitors used vehicle sales deliveries to ensure all dealership procedures are applied
9) Assists and monitors low performing individuals
10) Contacts his/her share of management call backs
11) Performs desk functions as schedule dictates
12) Organizes off desk functions for concentration on the desk
Assistant Used Vehicle Sales Manager (Continued) Page 2
13) Supervises staff to ensure desk schedule adherence
14) Provides sales staff entering desk office his/her undivided attention, assistingin superior selling techniques
15) Ensures each sales negotiation achieves maximum gross profit levels
16) Reviews daily traffic log
17) Achieves all forecast projections
18) Knows, understands and applies all municipal, federal and provinciallegislation as it pertains to the dealership
19) Ensures used vehicle management procedures are adhered to; i.e., turnpolicy, pricing and wholesaling
20) Assists in appraising vehicles accurately, consistent with parked conditions
21) Monitors inventory weekly to ensures predetermined turns are achieved
22) Maintains an attractive display presentation for retail vehicles
23) Walks lot daily with Lot Attendant
24) Ensures all displayed vehicles are clean and presentable
25) Informs Used Vehicle Sales Manager of any vehicles approaching the ninetyday cut off
26) Informs Used Vehicle Sales Manager of any vehicles which should be disposedof rapidly
27) Ensures all sales representatives are punctual and ready to start work when required
28) Handles any/all customer problems that fall within warranty guidelines
29) Handles all difficult customer complaints to ensure complete customersatisfaction
30) Prepares all work orders for reconditioning of used vehicles for retailpurposes.
Assistant Used Vehicle Sales Manager (Continued) Page 3
31) Ensures used vehicle lot display is clean and free of debris, snow and ice asrequired
32) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
33) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to train and supervise reporting staffunder his/her control.
Relationships with: Sales Management and StaffLease Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: Dealership Sales
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Mechanically Inclined
c) Specials skills and abilities: BondablePeople SkillsPersonnel ManagementInitiativeAttention to DetailCommunicationAmbitiousMaintains ConfidentialityGood MemoryGood ListenerPatience
Assistant Used Vehicle Sales Manager (Continued) Page 4
Works well under pressureMotivatorNegotiator
____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 10:00 p.m. Monday - Thursday9:00 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Used Vehicle Sales Representative
Department: Used Vehicle Sales
Division/Area: Used Vehicle Sales
Reports To: Used Vehicle Manager - directlyAssistant Used Vehicle Manager - indirectly
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible for consistently meeting or surpassingpredetermined and mutually agreed upon corporatesales objectives.
______________________________________________________________________________
(3) Major Duties:
1) Attends and participates in all weekly general sales meetings
2) Attends daily scheduled sales meetings pertaining to his/her shift
3) Notifies switchboard upon arrival and departure each day, i.e.: lunch
4) Plans and organizes daily routine; i.e. owner follow-up, unsold customers, confirmation of outstanding delivery dates and times
5) Walks used vehicle lot daily for general inventory knowledge
6) Maintains a working knowledge of all products for sale including warrantiesand chemicals
7) Prepares monthly and yearly sales and delivery forecasts
8) Prospects and follows-up referrals regularly
9) Attends Manufacturer's training sessions and meetings as required
10) Maintains files on each owner sold
11) Purifies files of all unsold clients
Used Vehicle Sales Representative (Continued) Page 2
12) Introduces each sold client to the Business manager
13) Completes daily report of all contacts made each day
14) Verifies all deliveries are ready for customer delivery prior to customer arrival
15) Ensures all customer requested additions are completed prior to vehicle delivery
16) Accompanies customers on vehicle demonstrations
17) Introduces the customer to a dealership tour
18) Knows, understands and applies all municipal, provincial and federal legislationas it pertains to the dealership
19) Ensures used vehicle retail lot is neat and presentable at all times, assistingwhere necessary.
20) Monitors each individual sales transaction through until final delivery
21) Assists Lot Attendant for starting all display vehicles on a daily basis
22) Ensures work station is clean, neat and tidy at all times
23) Maintains a clean neat presentable appearance
24) Ensures that no smoking will take place in the Used Vehicle office
25) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
26) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to complete sales transactions with priorapproval.
Relationships with: Sales Management and StaffLease Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
Used Vehicle Sales Representative (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: N/A
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Retail Sales Helpful
c) Specials skills and abilities: BondablePeople SkillsCommunicationInitiativeAttention to DetailGood ListenerPatiencePersistence
____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 10:00 p.m. Monday - Thursday9:00 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Reconditioning Technician
Department: Sales Department
Division/Area: used Vehicle Sales/Service Shop
Reports To: Service Manager - directlyAssistant Used Vehicle Sales Manager - indirectly
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible for the repairing of vehicles applying workmanship, quality of excellent standards whileexercising effective time utilization for maximumproductivity.
______________________________________________________________________________
(3) Major Duties:
1) Reports to Control Tower to obtain designated daily work
2) Accepts work assignments only from Control Tower or used Vehicle SalesManager
3) Reviews repair order with Control Tower when job is assigned and when completed
4) Road tests vehicles when required to confirm problems
5) Follows up on any problems reported on used vehicle inspection report
6) Advises Control Tower/Used Vehicle Sales Manager of any work notrecorded requiring addition time and authorization
7) Exercises precaution to ensure cleanliness of customer vehicles, i.e. seat covers,floor mats, fender covers, etc.
8) Submits hard copy of work order to parts department to obtain authorized parts
9) Notifies Control Tower/Used Vehicle Sales Manager of additional work requiringauthorization
Reconditioning Technician (Continued) Page 2
10) Returns each work order to Control Tower immediately upon job completion
11) Returns any incomplete work orders to Control Tower at days end
12) Reviews and files Manufacturer's warranty policies and procedures on all warranty work
13) Reviews all Manufacturer's service bulletins and completes monthly technical guild exams
14) Maintains technician guild standards
15) Ensures all special tools/equipment are/is maintained in proper working condition
16) Reports all damage or malfunctioning special tools or equipment to ServiceManager
17) Returns all special tools/equipment upon job completion or at days end
18) Maintains a clean, neat personal appearance
19) Sweeps and maintains a clean, neat workstation
20) Attends department meetings as required
21) Refrains from smoking, eating or listening to ratio in customer or company vehicles
22) Maintains a high production level through efficient work practice
23) Follows diagnostic and repair procedures recommended by Manufactureror those whichare consistent with acceptable repair methods approved by shopmanagement
24) Wears appropriate safety/protective gear at all times
25) Attends training seminars for upgrading purposes as required
26) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
27) Performs other related duties______________________________________________________________________________
Reconditioning Technician (Continued) Page 3
(4) Authority: Is given the authority to repair vehicles assigned and recommendedto work required to efficient safe vehicle functioning.
Relationships with: Sales Management and StaffService Management and StaffBody Shop management and StaffParts Management and Staff
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Class "A" Licensed Motor Vehicle Mechanic
2) Experience required: N/A
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Manufacturer Technology helpful
c) Specials skills and abilities: BondableInitiativeDetail ConsciousCommunicationConscientiousTrustworthy
__________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 6:00 p.m. Monday - Friday
Hours worked on a rotation basis(May be required to work overtime)(Uniform required)
Reconditioning Technician (Continued) Page 4
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Used Vehicle Lot Attendant
Department: Used Vehicle Sales
Division/Area: Used Vehicle Lot
Reports To: Used Vehicle Manager - directlyAssistant Used Vehicle Manager - indirectly
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible for ensuring used vehicle retail lot is clean, neat and presented in an orderly fashion at all times.
______________________________________________________________________________
(3) Major Duties:
1) Ensures retail vehicles are clean, in proper location and filled with fuel
2) Reports any mechanical problems; i.e., engine skipping, will not start, flat tires, etc. immediately
3) Washes all vehicles from prior days bad weather, including those which are dustyor as scheduled
4) Reports missing or torn warranty stickers
5) Changes retail display at least twice weekly as directed
6) Parks wholesale vehicles in appropriate location as required
7) Parks and rearranges retail bull pen
8) Affixes price stickers as necessary
9) Maintains the general appearance of the used vehicle display lot in a clean andorderly fashion
10) Reports any irregularities and/or malfunctions of; i.e., banners, signs, lightstandards, etc.
11) Ensures all vehicle keys are returned to keyboard
Used Vehicle Lot Attendant (Continued) Page 2
12) Reports any missing keys immediately
13) Ensures all retail sold vehicles are clean, filled with fuel and ready for delivery
14) Ensures all sidewalks surrounding building and entrances into building are clean,free of debris, snow and/or ice
15) Ensures all retail vehicles are free of snow
16) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
17) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to ensure the efficient functioning cleanlinessstandards of the used vehicle lot, covering wholesale and retail asdirected by his/her supervisor.
Relationships with: Sales Management and StaffGeneral Public
____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: Safe Driving Record
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Mechanically inclined
c) Specials skills and abilities: BondableCommunicationAttention to DetailHonestyReliabilityWorks with minimal supervision
Used Vehicle Lot Attendant (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 4:00 p.m. Monday - Friday
(Alternate Saturdays required)
(May be required to work overtime)______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Greeter
Department: Sales Department
Division/Area: Showroom
Reports To: Senior New Vehicle Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To provide a friendly and courteous welcome greetingfor all customers entering the showroom. Introducecustomers by name to appropriate sales/leaserepresentative.
______________________________________________________________________________
(3) Major Duties:
1) Ensures his/her showroom workstation is tidy and neat at all times
2) Ensures Greeter station is organized with appropriate forms
3) Maintains a clean neat professional appearance
4) Escorts customers required to wait for an individual sales representative tosnack bar/reception area, offering refreshments
5) Transcribes prior days blue log data onto master log
6) Distributes photocopies of master log to President, General Manager, Senior NewVehicle Manager and Assistant New Vehicle Manager by 10:00 a.m. daily
7) Identifies sales representatives "up" rotation and notifies sales representativesof their positioning
8) Greets customers entering new vehicles areas
9) Uses appropriate form to obtain customer name and type of vehicle desired
10) Introduces customers to appropriate sales/lease representative
11) Enters customer and sales representatives names on white log
Greeter (Continued) Page 2
12) Delivers traffic forms to on duty Desk Manager
13) Notifies next "on deck" sales representatives
14) Reports immediately to the Senior New Vehicle Manager if "up" rotationsystem is not being followed
15) Keeps on duty Manager advised of showroom activity or sales representativeshortages
16) Constantly circulates throughout showroom to ensure potential clients aregreeted immediately
17) Compiles weekly and monthly statistics
18) Verifies brochure racks are full and organized
19) Notifies Sales Manager of any shortages
20) Notifies switchboard and on duty Desk Manager when taking breaks or lunch
21) Relieves switchboard if requested by management
22) Telephones customers for customer telephone follow-up evaluations
23) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
24) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to act as an initial goodwill ambassador for the dealership.
Relationships with: Sales Management and StaffGeneral Public
____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: N/A
Greeter (Continued) Page 3
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Working with the general public helpful
c) Specials skills and abilities: BondablePeople SkillsCommunicationCongenial Personality
Attention to DetailStatistical AbilitiesPresentable AppearanceFriendlyPleasant Telephone VoiceCourteous
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Thursday9:00 a.m. - 6:00 p.m. Friday
(May be required to work overtime)______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Part- Time Greeter
Department: Sales Department
Division/Area: Showroom
Reports To: Senior New Vehicle Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To provide a friendly and courteous welcome greetingfor all customers entering the showroom. Introducecustomers by name to appropriate sales/leaserepresentative.
______________________________________________________________________________
(3) Major Duties:
1) Ensures his/her showroom workstation is tidy and neat at all times
2) Ensures Greeter station is organized with appropriate forms
3) Maintains a clean neat professional appearance
4) Escorts customers required to wait for an individual sales representative tosnack bar/reception area, offering refreshments
5) Greets customers entering new vehicles areas
6) Identifies sales representatives "up" rotation and notifies sales representativesof their positioning
7) Introduces customers to appropriate sales/lease representative
8) Uses appropriate form to obtain customer name and type of vehicle desired
9) Enters customer and sales representatives names on white log
10) Delivers traffic forms to on duty Desk Manager
11) Notifies next "on deck" sales representatives
Part-Time Greeter (Continued) Page 2
12) Reports immediately to the Senior New Vehicle Manager if "up" rotation systemis not being followed
13) Keeps on duty Manager advised of showroom activity or sales representativeshortages
14) Constantly circulates throughout showroom to ensure potential clients are greetedimmediately
15) Telephone customers for customer telephone follow-up evaluations
16) Verifies brochure racks are full and organized
17) Notifies Sales Manager of any shortages
18) Notifies switchboard and on duty Desk Manager when taking breaks or lunch
19) Relieves switchboard if requested by management
20) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
21) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to act as an initial goodwill ambassador for the dealership.
Relationships with: Sales Management and StaffGeneral Public
____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: N/A
Part-Time Greeter (Continued) Page 3
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Working with the general public helpful
c) Specials skills and abilities: BondablePeople SkillsCommunicationCongenial Personality
Attention to DetailStatistical AbilitiesPresentable AppearanceFriendlyPleasant Telephone VoiceCourteous
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Thursday9:00 a.m. - 6:00 p.m. Friday
(May be required to work overtime)______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: D.C.S. Operator
Department: Sales Department
Division/Area: New Vehicle Sales
Reports To: Senior New Vehicle ManagerOffice Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible to receive and send current information to and from Manufacturer.
______________________________________________________________________________
(3) Major Duties:
1) Reports all new vehicle delivery report forms to Manufacturer via D.C.S.
2) Inputs all sold and in stock orders from previous day via D.C.S.
3) Retrieves D.C.S. Manufacturer communications
4) Distributes to personnel; i.e., weekly activity report, weekly sales report, etc.
5) Retrieves all dealer order confirmations
6) Verifies accuracy of all dealer order confirmations
7) Corrects all errors/omissions
8) Compares Manufacturer order acknowledgements to computer printout and dealerorder sheets
9) Files all dealer order confirmations with order forms
10) Prepares all customer sold factory order files
11) Assists in vehicle order inventory control
12) Prepares in stock inventory counts by model each Monday morning
D.C.S. Operator (Continued) Page 2
13) Prepares and distributes copies of inventory count to President, Vice-President, General Manager and Senior New Vehicle Manager
14) Verifies and ensures that all pricing of new vehicles is correct and that anyadditions are added to the price appropriately
15) Enters new stock into inventory files
16) Revises computer status of all new vehicles; i.e., preference, in transit, etc.
17) Prints price stickers for all vehicles received when required
18) Prints, sorts and files all actual pricing sheets
19) Performs file save at each days end as required
20) Handles sales representatives inquiries
21) Purges hand written Manufacturer orders on a daily basis upon vehicle arrival
22) Reviews all outstanding orders
23) Verifies with appropriate sales representative if any additions, changes ordeletions may be required; i.e., factory options which may be on hold
24) Ensures all stock cards on incoming vehicles are provided and accurate
25) Ensures all pre-sold new vehicles which have been cancelled are entered ininventory system
26) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
27) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to interact via D.C.S. with Manufactureras required
Relationships with: Sales Management and StaffLease Management and StaffAdministration Management and StaffManufacturer
D.C.S. Operator (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Typing, computer input
3) Qualifications:
a) Expert knowledge of: Computer keyboarding
b) Working exposure to: Basic accounting
c) Specials skills and abilities: BondableFlexibilityAttention to DetailCommunicationPatienceWorks with minimal supervisionConscientiousPeople SkillsOrganizational
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)______________________________________________________________________________
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Business Clerk
Department: Sales Department
Division/Area: Aftermarket Sales
Reports To: Business Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible for selling financing, chemicals, warrantiesand insurance to sold customers and obtainingpredetermined sales quotas within budgetary guidelines.
______________________________________________________________________________
(3) Major Duties:
1) Organizes daily guideline
2) Contacts financial institutions for credit approvals from prior day
3) Assists in the preparation of month end sales reports for extended warranties andinsurance
4) Meets with customers taking delivery for finalization and signing of appropriatedocuments
5) Prepares final insurance documentation
6) Attends Tuesday morning sales meeting alternating with Business Manager
7) Maintains current aftermarket product knowledge
8) Handles all insurance claims; i.e., thefts, accidents etc.
9) Attends G.M. and training seminars as required
10) Totals and balances all cash receipts and deposits
11) Handles all collections; i.e., bounced cheques pertaining to sales department
12) Trains Sales Representatives on proper turnover to Business Office
Business Clerk (Continued) Page 2
13) Reports to New Vehicle Manager, Secretary Treasurer, Vice-President, GeneralManager and President weekly number of units delivered and number of units leftin system
14) Process all delivered vehicles re: aftermarket commissions
15) Sources and identifies new and improved aftermarket products
16) Maximizes gross profit margins to achieve or exceed quotas
17) Verifies pricing schedules monthly against competitive dealers
18) Attends weekly department head meetings
19) Knows and understands all municipal, provincial and federal legislation as itpertains to the dealership
20) Designs promotional and incentive customer programs
21) Handles difficult customer complaints
22) Assists in the set up of reserve accounts to deal with rust claims and repossessions
23) Checks in, signs for and makes any claims pertaining to repossessions as perGMAC agreement
24) Calculates SMART lease proposals, corrects same if necessary and sets-up systemfor follow-up
25) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
26) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to Sign finance contracts and handle cashpayments.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and Staff
Business Clerk (Continued) Page 3
Financial InstitutionsGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Sales and/or Finance helpful
3) Qualifications:
a) Expert knowledge of: Computers
b) Working exposure to: Auto Dealership Helpful
c) Specials skills and abilities: BondableInitiativeOrganizationAttention to DetailCommunicationPeople SkillsGood ListenerPatience
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 10:00 p.m. Monday - Thursday9:00 a.m. - 6:00 p.m. Friday & Saturday
Hours worked on a shift rotation basis
(May be required to work overtime)______________________________________________________________________________
Business Clerk (Continued) Page 4
(7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
LEASING
Lease ManagerAssistant Lease ManagerLease RepresentativeSenior Leasing Accounting ClerkLeasing Clerk
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Lease Manger
Department: leasing Department
Division/Area: Leasing
Reports To: Vice-President General Manager
Posts Supervised: Leasing Reps, Leasing Clerks, Senior Accounting Clerk
______________________________________________________________________________
(2) Basic Function: Top effectively operate and control the Leasing Departmentactivities and staff in a cost efficient basis while increasinggross sales to obtain or surpass predetermined corporateobjectives..
______________________________________________________________________________
(3) Major Duties:
1) Reviews daily vehicles due for expiration of lease and renewal on a weekly basis
2) Verifies all lease transactions from previous day
3) Reviews out of service vehicles, accident reports
4) Reviews receivable overaged report
5) Reviews quotations for corporate leasing enquiries including all new lease clients
6) Inspects vehicles for delivery verifying cleanliness, correct equipment anddamage when necessary
7) Informs and distributes to dealership Sales Reps notification of forthcomingrenewals
8) Reviews major fleet account with Fleet Manager regarding ordering, accidents,renewals and off make, etc.
9) Recruits, hires and trains departmental staff
10) Reviews daily and weekly Lease Representatives objected daily plan against actual
Lease Manager (Continued) Page 2
11) Reviews and presents both corporate and individual leasing proposals
12) Reviews any changes in manufacturers fleet rebate programs
13) Verifies and approves all applications for credit for lease vehicles
14) Issues purchase order for out of province new vehicles
15) Reviews depreciation on each new lease
16) Verifies mileage of all vehicles for disposal, sales option or wholesales
17) Prepares disposal report on all corporate accounts
18) Sells disposal units through option to purchase, wholesale or used vehicledepartment
19) Prepares list for rate protection on interest for all factory orders
20) Attends department head meetings
21) Performs annual reviews
22) Determines/recommends department expense budget
23) Establishes monthly, quarterly, semi-annual & annual forecasts in units & dollars
24) Analysis actual statistics against forecasts on a monthly and year-to-date versusprior year basis
25) Maximizes efficiencies to obtain a high gross margin through efficient cost control
26) Investigates customer complaints with Service Manager
27) Attends seminars when necessary
28) Grooms a replacement
29) Monitors and controls leasing loner cars for mileage and cleanliness, etc.
30) Handles all insurance claims settlements
31) Calculates buy out figures for customers
Lease Manager (Continued) Page 3
32) Handles and locates all repossessions
33) Assists Leasing Reps in finalizing sales
34) Monitors Leasing Reps floor schedule daily
35) Prepares and expedites all P.D.I. orders
36) Verifies and commissions all lease transactions
37) Approves and signs all lease contracts
38) Prepares advertising/promotional programs
39) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to authorize the ordering of vehicles andapproval of new clients, both corporate and individual.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Previous exposure to leasing, auto sales and/or management
3) Qualifications:
a) Expert knowledge of: Used vehicle market
b) Working exposure to: Fleet administration, customer relations
Lease Manager (Continued) Page 4
c) Specials skills and abilities: BondableCommunicationSalesAnalyticalPersonnel ManagementAttention to DetailCongenial Personality
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 10:00 p.m. Monday - Thursday9:00 a.m. - 6:00 p.m. Friday & Saturday
Hours worked on a shift rotation basis
(May be required to work overtime)______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Assistant Lease Manger
Department: Leasing Department
Division/Area: Leasing
Reports To: Leasing Manager
Posts Supervised: Leasing Reps, Leasing Clerks, Senior Accounting Clerk
______________________________________________________________________________
(2) Basic Function: To assist in effectively operating and controlling theLeasing Department activities and its staff on a cost efficient basis while increasing gross sales to obtain or surpass predetermined corporate objectives..
______________________________________________________________________________
(3) Major Duties:
1) Reviews daily vehicles due for expiration of lease and renewal within six months
2) Verifies all lease transactions from previous day
3) Reviews out of service vehicles, accident reports
4) Informs dealership sales representatives of forthcoming renewals
5) Reviews lease fleet accounts regarding ordering, accidents, renewals and off makes, etc.
6) Assists in recruiting, hiring and training departmental staff
7) Establishes and reviews daily and weekly lease representatives projected weeklyplan and against actual
8) Reviews alpha and numerical listing of commercial lease accounts for replacement vehicles
9) Attends Tuesday and Saturday morning sales meetings
Assistant Lease Manager ( Continued) Page 2
10) Reviews any changes in manufacturers fleet rebate programs, notifyingappropriate lease representatives
11) Reviews all personal lease applications for approval when necessary
12) Assists in the preparation of depreciation schedules/work sheets for all new leases
13) Prepares documentation for lease disposals as required
14) Correlates/verifies Department of Transport Safety Inspections
15) Verifies mileage for all vehicles for disposal, sales option or wholesales
16) Assists in selling disposal units through option to purchase, wholesale or used vehicle department
17) Prepares list for rate protection on interest on all factory orders when required
18) Ensures customer returns by calling customers when required
19) Assists in performing annual reviews
20) Assists in establishing department expense budget
21) Assists in establishing monthly, quarterly, semi-annual and annual forecasts in units and dollars
22) Analyses actual statistics against forecasts on a monthly and year-to-date basis and versus prior year
23) Maximizes efficiencies to obtain a high gross margins through efficient cost control
24) Investigates customer complaints with the Service Manager
25) Attends seminars when necessary
26) Monitors new vehicle sales staff for lease showroom customers
27) Reviews daily showroom lot
28) Meets with Body Shop Manager weekly to review lease vehicles under repair
29) Verifies all insurance endorsements are active at time of delivery
Assistant Lease Manager (Continued) Page 3
30) Assists in determining when vehicle should be repossessed for non-payment
31) Ensures all repossessions are fulfilled
32) Assists in approving all applications for credit
33) Signs all lease agreements on behalf of the Dealership when required
34) Trains a replacement
35) Attends local business associations as required; i.e., Board of Trade, etc.
36) Knows, understands and applies all municipal, provincial and federal legislation as it pertains to the dealership
37) Ensures all required merchandising and point of sale materials is properly displayed in showroom
38) Assists in determining advertising flights/campaigns as required
39) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
40) Ensures all aspects of pre-delivery are fulfilled prior to customer taking possession
41) Assists in the receivable overaged report
42) Assists in reviewing quotations for corporate leasing enquiries
43) Assists in the monitoring and control of leasing loner cars for mileage andcleanliness, etc.
44) Calculates buy out figures for customers when required
45) Monitors leasing representatives floor schedule daily
46) Prepares and expedites all P.D.I. orders when necessary
47) Verifies and commissions all lease transactions when required
48) Performs other related duties Monitors and controls leasing loner cars for mileageand cleanliness, etc.
Assistant Lease Manager (Continued) Page 4
4) Authority: Is given the authority to approve new clients both corporate andindividual.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Previous lease sales
3) Qualifications:
a) Expert knowledge of: Manufacturer product lines,off makes helpful
b) Working exposure to: Used vehicle disposal, New vehicleacquisition helpful
c) Specials skills and abilities: BondableCommunicationSalesMotivationAnalyticalPeople SkillsPatienceStatistical Analysis
______________________________________________________________________________Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):
________________________________________________________________________
________________________________________________________________________
Assistant Lease Manager (Continued) Page 5
Hours of Work: 9:00 a.m. - 10:00 p.m. Monday - Thursday9:00 a.m. - 6:00 p.m. Friday & Saturday
Hours worked on a shift rotation basis
(May be required to work overtime)______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Lease Representative
Department: Leasing Department
Division/Area: Leasing Department
Reports To: Lease Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To develop new business while servicing and maintainingexisting at a corporate level to achieve predetermined salesobjectives.
______________________________________________________________________________
(3) Major Duties:
1) Notifies receptionist upon arrival
2) Verifies with Senior Accounting Clerk for any messages, complaints or problems
3) Prepares and organizes daily plan
4) Telephones prospective clients to generate awareness and interest
5) Arranges sales presentation appointments
6) Meets with clients, determining their needs
7) Prepares specific proposals and quotations for client presentation
8) Demonstrates requested vehicles as required
9) Obtains signed agreement to lease accompanied with deposit
10) Assures credit application is complete and accurate
11) Obtains client insurance policy copy or copy of motor vehicle liability insurancecard
12) Prepares detail agreement to lease and delivers to Lease Manager
Lease Representative (Continued) Page 2
13) Verifies against factory invoice that all requested options/equipment on Agreement to lease is/are installed prior to delivery
14) Delivers vehicle to customer as required
15) Assures vehicles are correctly licensed and installs plates
16) Assures all lease contracts are properly signed and sealed with corporate seal ifnecessary
17) Obtains first month lease payment plus pro-rate for current month
18) Completes and countersigns used vehicle condition report, verifying mileage and any damage, ensuring that the drivers signature is obtained
19) Places returned used vehicle to compound and attaches used vehicle report and key, delivering to Lease Manager
20) Prepares weekly sales plan and reviews prior week results for review withmanager
21) Prepares mailing piece for clients offering new products, special promotions,factory incentives, etc.
22) Recommends advertising/promotional programs
23) Contacts new and existing clients quarterly for client follow-up
24) Attends trade meetings, seminars, new car shows as required
25) Adheres to company commitment to excellence delivery procedures
26) Maintains current file on all clients
27) Attends Manufacturer training seminars
28) Forecasts dollars in units monthly, semi-annual and annual sales
29) Attends Monday morning sales meeting
30) Knows and understands warranties, aftermarket products, chemicals andmanufacturer warranties
Lease Representative (Continued) Page 3
31) Reviews individual renewals with Lease Manager four months prior tolease expiration
32) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
33) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to act as a goodwill ambassador for the dealership while developing a strong client base
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffOther DealersGeneral Public
______________________________________________________________________________(5) Job Requirements:
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: Outside account sales
3) Qualifications:
a) Expert knowledge of: Warranties, auto leasing, aftermarketproducts
b) Working exposure to: Vehicle product lines
c) Specials skills and abilities: CommunicationAccuracyPunctualityBondablePeople SkillsInitiativeWorks with little supervisionSafe Driving RecordEnergetic
Lease Representative (Continued) Page 4
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 10:00 p.m. Monday - Thursday9:00 a.m. - 6:00 p.m. Friday & Saturday
Hours worked on a shift rotation basis
(May be required to work overtime)______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Senior Leasing Accounting Clerk
Department: Leasing Department
Division/Area: Leasing Department
Reports To: Lease Manager
Posts Supervised: Leasing Clerks______________________________________________________________________________
(2) Basic Function: Responsible for filling the secretarial duties consistent withthe Leasing Department requirements
______________________________________________________________________________
(3) Major Duties:
1) Distributes to each department appropriate envelopes from prior day
2) Monitors and expedites new lease documents from previous day
3) Designates al lease unit and customer number to each lease, posting into computer
4) Assures lease agreement scheduling are prepared accurately including anyoptions to purchase
5) Receives prior day delivery packages
6) Post all information on new leases into computer
7) Prepares cheques and security deposit returns
8) Prepares cheques and reports fro out of province sales tax
9) Types leasing correspondence
10) Prepares monthly invoices for mailing
11) Prepares monthly statements for customer mailing
12) Reconciles customer accounts when necessary
Senior Leasing Accounting Clerk (Continued) Page 2
13) Follows-up on all non-payments
14) Verifies and handles collections
15) Handles all telephone calls
16) Prepares yearly license renewal stickers
17) Prepares customer pre-authorized chequing monthly
18) Deals with financial institutions and insurance organizations
19) Assures all records and documents are correctly filed
20) Prepares lease termination report at each months end
21) Prepares new lease and termination report (number of vehicles currently on road)
22) Handles daily traffic summonses pertaining to leases
23) Assists in interviewing Lease Clerks
24) Supervises designated staff
25) Performs annual reviews
26) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
26) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to deal with financial/insurance institutions.Can make collections and handle documentation follow-up.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffFinancial/Insurance CompaniesGeneral Public
______________________________________________________________________________
Senior Leasing Accounting Clerk (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Grade 12,
2) Experience required: General accounting
3) Qualifications:
a) Expert knowledge of: Typing, spelling, filing
b) Working exposure to: Computers
c) Specials skills and abilities: People SkillsAnalyticalAttention to DetailCommunicationDiplomacyConfidentialityEnergeticBondable
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Leasing Clerk
Department: Leasing Department
Division/Area: Leasing Department
Reports To: Senior Accounting Clerk
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible to prepare and handle all clerical aspects ofthe leasing contract and follow-up. Responsible for fulfilling the clerical duties consistent with the Leasing Department requirements.
______________________________________________________________________________
(3) Major Duties:
1) Ensures all pertinent client information is available; i.e., unit number, license fee,credit application (name, address and date of birth), vehicle invoice, serialnumber, insurance information (agent name and phone number)
2) Types all lease documentation, i.e., two lease agreements, two schedule "A".two guarantee buy backs (if applicable), one insurance form, invoices for delivery, set up customer number, name label for file.
3) Obtains original insurance policy on each vehicle leased
4) Revises and prepares new insurance lists monthly
5) Dates and records all policies on insurance list
6) Writes "OK" on all policies on insurance list
7) Files insurance papers
8) Matches expiry date with agents date in registration file
9) Revises unmatched dates on insurance list
Leasing Clerk (Continued) Page 2
10) Revises and maintains current insurance list
11) Prints new insurance list and labels monthly
12) Deals with insurance companies to obtain missing required insurance information
13) Calculates all necessary lease figures for lease documents initial; i.e., statementsand termination sheets including trax etc.
14) Registers and types registration liens
15) Types all necessary correspondence
16) Processes all insurance cancellations daily
17) Charges customers for any licensing fees
18) Prepares new lease documents from previous day
19) Designates a customer number to each lease
20) Prints lease agreement schedule including any options to purchase
21) Prepares monthly invoices for mailing
22) Handles all telephone enquiries as required
23) Deals with institutions and insurance organizations
24) Ensures all records and documents are correctly filed
25) Handles day traffic summonses pertaining to leases
26) Files all computerized statements on a monthly basis
27) Returns license plates on terminated leases for cancellation
28) Reports to Senior Accounting Clerk to determine any termination/acquisition ofleases
29) Prepares and verifies initial prorated customer invoice for each new lease
30) Establishes a profile for each new lease in computerized system
Leasing Clerk (Continued) Page 3
31) Assists in contacting delinquent account customers
32) Reconciles customer accounts as required
33) Prepares pre-authorized chequing submissions monthly
34) Assists in the preparation of finance documentation for leased vehicles
35) Attends department meetings as required
36) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
37) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to deal with financial/insurance institutions.Can make collections and handle documentation follow-up.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffFinancial/Insurance CompaniesGeneral Public
______________________________________________________________________________(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Typing (40-45 w.p.m.)
3) Qualifications:
a) Expert knowledge of: Typing, Spelling, Filing
b) Working exposure to: Computers
Leasing Clerk (Continued) Page 4
c) Specials skills and abilities: BondableAttention to DetailPeople SkillsAnalyticalCommunicationDiplomacyConfidentialityAccuracyOrganized
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
SERVICE
Service DirectorService ManagerAssistant Service ManagerCustomer Assistant Co-OrdinatorShop ManagerShop Quality Control ForemanRetail TechnicianLube Technician/ApprenticeService ConsultantControl Tower OperatorTime KeeperHead CashierService CashierPart-Time CashierService Sales RepresentativeGreeterService ReceptionistWarranty ClerkAppointment Co-OrdinatorVehicle DetailUsed Vehicle DetailShuttle Bus DriverCar PorterPart-Time Car PorterMaintenance
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Service Director
Department: Service Department
Division/Area: Service, Body Shop, parts
Reports To: Vice President, General Manager
Posts Supervised: Service, Body Shop and Parts Departments______________________________________________________________________________
(2) Basic Function: To supervise the efficient organization and operations ofthe department under his/her control, while maximizingprofitability and reducing costs in order to obtain pre-determined profit objectives.
______________________________________________________________________________
(3) Major Duties:
1) Understands and applies dealership procedures and policies
2) Motivates and supervises department managers
3) Inspects Body Shop, Service and Parts Departments daily
4) Reviews and verifies all warranty claims are paid promptly by O.E.M.
5) Supervises the operations and expenses by department
6) Recruits, hires and trains management staff
7) Assists in the recruitment and training of department staff
8) Verifies and monitors workflow in dispatch area
9) Meets with Service, Parts and Body Shop managers daily to review prior daysactivity and current days progress
10) Develops and implements systems and procedures for efficient workproduction by department
11) Authorizes large purchase order requisitions
Service Director (Continued) Page 2
12) Develops consumer promotion and advertising concepts
13) Develops employee incentive programs
14) Holds department meetings every two weeks with department heads underhis/her supervision
15) Handles and solves difficult customer complaints
16) Performs annual reviews
17) Trains and develops a replacement
18) Reviews and monitors vacation schedules
19) Develops systems to increase shop and/or department capacity for increase costefficiencies and productivity (cost per unit reductions for reduced unabsorbedoverhead)
20) Monitors inventory levels closely following the mini-max system
21) Monitors inventory turns for increases and cost reductions
22) Monitors and supervises sales in units and dollars by department with eachdepartment head
23) Supervises and monitors expenses by department
24) Assists and supervises departmental forecasts, monthly, quarterly, semi-annual and annual in units and dollars and versus prior year
25) Prepares quarterly trending reports in dollars by department and total
26) Attends department head meeting
27) Attends training seminars when necessary
28) Analyses competition for pricing and promotional activity
29) Monitors outstanding warranties on schedules
30) Monitors unpaid claims
31) Monitors warranty advance and outstanding 263 accounts
Service Director (Continued) Page 3
32) Knows, understands and applies all municipal, provincial and federal legislationas it pertains to the dealership
33) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
34) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to approve large purchase requisitions afterconsulting with General Manager. Has authority able to
hire, trainand develop staff while remaining within a predetermined budget.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliersGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, management courses helpful,licensed mechanic
2) Experience required: Minimum five years parts, service, bodyshop management
3) Qualifications:
a) Expert knowledge of: Departmental management
b) Working exposure to: Previous dealership experience
Service Director (Continued) Page 4
c) Specials skills and abilities: People SkillsPersonnel ManagementAccountingInitiativeAnalyticalAttention to DetailCommunicationOrganizationalPatienceBondableStrong Motivator
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Service Manager
Department: Service Department
Division/Area: Service Department
Reports To: Service Director
Posts Supervised: Drive-Thru, Cash Office, Control Tower, MechanicalShop, P.D.I. Department
______________________________________________________________________________
(2) Basic Function: To ensure complete customer satisfaction and repeatpatronage. through staff attitude, professionalism andwork quality excellence while maximizing efficiencies for production and profitability.
______________________________________________________________________________
(3) Major Duties:
1) Ensures drive-in is prepared and ready for business
2) Ensures staff maintain a high quality of workmanship
3) Monitors Service Consultants to ensure proper procedures are being followed
4) Monitors Dispatcher for work mix allocation
5) Reviews service schedule daily for problem identification
6) Monitors assigned completed warranties on a regular basis
7) Reviews Service Technicians daily performance
8) Monitors prior day Service Technicians performance
9) Ensures proper warranty policies and procedures are being applied in Service, Body Shop and Parts
10) Ensures city fire safety department provides annual fire safety practice review anddemonstrations
Service Manager (Continued) Page 2
11) Recruits, hires and trains administrative and technical staff
12) Performs annual reviews
13) Establishes programs for improved staff product knowledge, skills, attitude,appearance and job effectiveness
14) Recommends staff for Manufacturer courses for upgrading
15) Determines hours sold forecast objectives daily, monthly, quarterly and annually
16) Analyses actual statistics against forecast on a monthly and year-to-date versus prior year basis
17) Determines number and percentage of comebacks to total jobs on monthly and year-to-date comparative basis and versus prior year.
18) Maximizes efficiencies to obtain a high gross margins through effectivedepartmental cost controls
19) Monitors selling procedures to reduce under/over selling
20) Monitors efficiencies in customer pick-up and cashier office
21) Reports all department sub-standard and reconcilable conditions to the ServiceDirector
22) Attends regular department head and management meetings
23) Reviews daily lost customer report
24) Knows, understands and applies all municipal, provincial and federal legislation as it pertains to the dealership
25) Grooms a replacement
26) Completes all Worker Compensation forms
27) Ensures all computer systems are administered and used correctly withinappropriate areas
28) Ensures service lot is maintained to maximum efficiency
Service Manager (Continued) Page 3
29) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
30) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to recruit, develop and train staff to maintainan efficient department, thereby achieving predetermined objectives on a cost effective basis..
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliersGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, management courses helpful,valid drivers' license
2) Experience required: Licensed mechanic
3) Qualifications:
a) Expert knowledge of: Manufacturer warranties and procedures
b) Working exposure to: Customer relations, direct retail sales,statistical analysis
c) Specials skills and abilities: InitiativePeople SkillsBondableGood General HealthSafe Driving RecordDepartmental ManagementOrganizationalCommunicationAnalytical
Service Manager (Continued) Page 4
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Assistant Service Manager
Department: Service Department
Division/Area: Service Department
Reports To: Service Manager
Posts Supervised: Drive-Thru, Cash Office, Control Tower, MechanicalShop, P.D.I. Department
______________________________________________________________________________
(2) Basic Function: Is responsible to assist in ensuring complete customersatisfaction and repeat patronage through staff attitude,professionalism and work quality excellence whilemaximizing efficiencies for production and profitability
______________________________________________________________________________
(3) Major Duties:
1) Ensures drive-in is prepared and ready for business
2) Ensures staff maintain a high quality of workmanship
3) Assists in monitoring Service Consultants to ensure proper procedures are beingfollowed
4) Assists in monitoring Dispatcher for work mix allocations
5) Reviews service schedule daily for problem identification
6) Monitors assigned completed warranties on a regular basis
7) Reviews Service Technicians daily performance
8) Monitors prior day Service Technicians performance
9) Ensures proper warranty policies and procedures are being applied to in ServiceDepartment
Assistant Service Manager (Continued) Page 2
10) Assists in arranging city fire safety department provides annual fire safety practice review and demonstrations
11) Assists in recruiting, hiring and training technical and administrative staff
12) Performs annual reviews
13) Assists in establishing programs for improved staff product knowledge, skills,attitude, appearance and job effectiveness
14) Recommends staff for Manufacturer courses for upgrading
15) Assists in determining hours sold forecast objectives daily, monthly, quarterly andannually
16) Analyses actual statistics against forecast on a monthly and year-to- date versusprior year basis
17) Assists in determining number and percentage of comebacks to total jobs onmonthly and year-to-date comparative basis and versus prior year
18) Maximizes efficiencies to obtain a high gross margin through effective departmental cost controls
19) Assists in monitoring selling procedures to reduce under/over selling
20) Assists in monitoring efficiencies in customer pick-up and cashier office
21) Reports all department sub-standard and unreconcilable conditions to the Service\Director
22) Attends regular department head and management meetings
23) Reviews daily lost customer report
24) Knows, understands and applies municipal, provincial and federal legislation as itpertains to the dealership
25) Grooms a replacement
26) Assists in completing all Worker Compensation forms
27) Ensures all computer systems are administered and used correctly withinappropriate areas
Assistant Service Manager (Continued) Page 3
28) Ensures service lot is maintained to maximum efficiency
29) Ensures safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
30) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to assist in the recruitment, development and
training of staff to maintain an efficient department, therebyachieving predetermined objectives on a cost effective basis..
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliersGeneral Public
______________________________________________________________________________(5) Job Requirements:
1) Level of Education: Grade 12, management courses helpful,valid drivers' license
2) Experience required: Licensed mechanic
3) Qualifications:
a) Expert knowledge of: Manufacturer warranties and procedures
b) Working exposure to: Customer relations, direct retail sales,statistical analysis helpful
c) Specials skills and abilities: BondableInitiativePeople SkillsGood General HealthSafe Driving RecordDepartmental ManagementOrganizationalCommunicationAnalyticalPatience
Assistant Service Manager (Continued) Page 4
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Customer Assistance Co-Ordinator
Department: Service Department
Division/Area: Service Department
Reports To: Service Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To all customers are completely satisfied with theirpurchase/service and will continue repeat patronage.
_____________________________________________________________________________
(3) Major Duties:
1) Walks daily Service drive, Body and Parts Departments for prompt customerservice.
2) Prepares work orders and calls back customers from prior days to determinecustomer satisfaction levels
3) Maintains log on all complaints by quantity, make, model, year problemdescription, date of problem and date solved
4) Ensures all customers having purchased new vehicles six months prior arecontacted for satisfaction levels
5) Prepares and send customer satisfaction letters to all customers
6) Notifies all departments of monthly C.S.I. ratings
7) Maintains all C.S.I. rating charts
8) Notifies appropriate department managers of any customer complaints
9) Follows-up with department managers to ensure customer complaints have beenratified to customer satisfaction
10) Ensures all telephone complaints are directed to Customer Assistance Co-Ordinator
Customer Assistant Co-Ordinator (Continued) Page 2
11) Ensures that all telephone complaints are logged and recorded
12) Ensures appropriate problems or Technician can be identified when recordingcomplaints
13) Attends department meetings with Technicians and Service Consultants identifying problems and seeking solutions
14) Continuously seeks to determine questions which will help draw out any problems existing with present clients
15) Ensures that any promises made to customers can be fulfilled
16) Informs customers when unable to address specific problems and ensures customer that an answer will be forthcoming either from the Customer AssistanceCo-Ordinator or the appropriate department head
17) Follows-up on all such complaints to ensure the appropriate department head doesindeed contact the customer
18) Ensures the customers has received appropriate apologies and assurance that action will be taken
19) Thanks customers for their patronage
20) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
21) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to contact customers in order to determinesatisfaction levels within the dealership.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
______________________________________________________________________________
Customer Assistance Co-Ordinator (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Previous sales experience helpful
3) Qualifications:
a) Expert knowledge of: Human relations/people skills
b) Working exposure to: Customer relations
c) Specials skills and abilities: People SkillsCourtesyGood Telephone VoicePatienceGood ListenerAttention to DetailBondableTenacityAbility to follow through
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis(May be required to work overtime)
______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Shop Manager
Department: Service Department
Division/Area: Shop
Reports To: Assistant Service Manager
Posts Supervised: Shop Foreman______________________________________________________________________________
(2) Basic Function: To supervise, train and develop Retail Technicians formaximum quality of workmanship, productivity and costefficiency objectives.
______________________________________________________________________________
(3) Major Duties:
1) Assists in recruitment, interviewing and selection of Retain Technicians and/orApprentices
2) Develops continuous training programs for increased productivity, skills,efficiencies and work attitudes
3) Develops and directs comprehensive apprenticeship programs
4) Ensures each technicians work day commences promptly
5) Assists in diagnosis of problem jobs
6) Assists Dispatcher in all dispatching aspects
7) Controls the quality of workmanship levels effectively
8) Supervises the maintenance of tools, equipment and facilities
9) Maintains current inventory of all tools
10) Assists Service Consultants in driving when problem situations occur
11) Works with Dispatcher to reduce or remedy unapplied or lost time
Shop Manager (Continued) Page 2
12) Acts as a liaison between Service and Parts Departments to develop good relations
13) Maintains a current productivity report on each technician weekly and monthly
14) Road tests problem vehicles when necessary
15) Attends and assists all fixed operation and service meetings
16) Performs annual reviews
17) Assists Service Manager in analysing shop comebacks
18) Attends all required Manufacturer Shop Foreman meetings
19) Co-operates with local co-op trade school programs
20) Analyses weekly, monthly and year-to-date shop productivity
21) Recommends new/additional equipment for upgrading standards
22) Supervises Janitor/Maintenance staff
23) Controls all maintenance inventory
24) Ensures all required staff wear appropriate protective safety gear when necessary
25) Grooms a replacement
26) Arranges annual fire department demonstrations
27) Knows, understands and applies municipal, provincial and federal legislation as it pertains to the dealership
28) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
29) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to hire and terminate his/her reporting staff.May purchase required tools up to $500.00 monthly and authorizeequipment repairs to $500.00 monthly without supervisorysignature..
Shop Manager (Continued) Page 3
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliersGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Class "A: Licensed Mechanic, valid drivers'license
2) Experience required: Manufacturer training preferable
3) Qualifications:
a) Expert knowledge of: Manufacturer products, all aspects ofvehicles, Manufacturer factory policies and warranties preferable
b) Working exposure to: Propane
c) Specials skills and abilities: InitiativesStaff ManagementCommunicationGood Physical ConditionBondableAttention to DetailOrganization
_____________________________________________________________________________
Shop Manager (Continued) Page 4
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Shop Quality Control Foreman
Department: Service Department
Division/Area: Shop
Reports To: Assistant Shop Manager
Posts Supervised: Retail Technicians, Lube/Apprentices______________________________________________________________________________
(2) Basic Function: Is responsible for the supervision, training and developmentof Retail Technicians and Apprentices for maximum quality of workmanship, productivity and cost efficiency objectives.
______________________________________________________________________________
(3) Major Duties:
1) Assists in recruitment, interviewing and selection of Retail Technicians and/orApprentices
2) Assists in developing continuous training programs for increased productivity, skills efficiencies and work attitudes
3) Assists in developing and directing comprehensive apprenticeship programs
4) Ensures each Technicians work day commences promptly
5) Assists in diagnosis of problem jobs
6) Assists Dispatcher in all dispatching aspects
7) Controls the quality of workmanship levels effectively
8) Supervises the maintenance of tools, equipment and facilities
9) Assists in maintaining current inventory of all tools
10) Assists Service Consultants in drive-in area when problem situations occur
11) Works with Dispatcher to reduce or remedy unapplied or lost time
Shop Quality Control Foreman (Continued) Page 2
12) Acts as a liaison between Service and Parts departments to develop good relations
13) Assists in maintaining a current productivity report on each Technician weekly and monthly
14) Road tests problem vehicles when necessary
15) Attends and assists all fixed operation and service meetings as required
16) Assists in performing annual reviews
17) Assists Shop Manager in analysing shop comebacks
18) Attends all required Manufacturer Shop Foreman meetings
19) Co-operates with local co-op trade school programs
20) Assists in analysing weekly, monthly and year-to-date shop productivity
21) Recommends new/additional equipment for upgrading standards
22) Assists in controlling all maintenance inventory
23) Ensures all required staff wear appropriate protective safety gear when necessary
24) Grooms a replacement
25) Assists in arranging annual fire department demonstrations
26) Fulfils the function of Shop Manager when Shop Manager is absent
27) Attends training/seminar programs as required
28) Knows, understands and applied all municipal, provincial and federal legislation as it pertains to the dealership
29) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany policy are strictly adhered to
30) Performs other related duties______________________________________________________________________________
Shop Quality Control Foreman (Continued) Page 3
(4) Authority: Is given the authority to ensure highest quality workmanshipstandards are maintained by Technicians and/or Apprentices.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliersGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Class "A" Licensed Mechanic, Valid Drivers' License
2) Experience required: Manufacturer training preferable
3) Qualifications:
a) Expert knowledge of: Manufacturer Products, All aspects ofvehicles, Manufacturer factory policies and warranties preferable
b) Working exposure to: Propane
c) Specials skills and abilities: BondableInitiativeStaff ManagementCommunicationOrganizationGood Physical ConditionAttention to Detail
_____________________________________________________________________________
Shop Quality Control Foreman (Continued) Page 4
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Retail Technician
Department: Service Department
Division/Area: Shop
Reports To: Shop Foreman
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To repair customer vehicles applying workmanship, qualityof excellent standards while exercising effective timeutilization for maximum productivity.
______________________________________________________________________________
(3) Major Duties:
1) Reports to Dispatcher to obtain designated daily work
2) Accepts work only from Dispatcher
3) Reviews repair orders with Dispatcher when job is assigned and when completed
4) Road tests vehicles when required to confirm problems
5) Exercises precaution to ensure cleanliness of customer vehicles; i.e., floor mats,fender covers, seat covers, etc.
6) Submits hard copy of work order to Parts Department to obtain authorized parts
7) Notifies Dispatcher and Service Consultants of additional work requiringauthorization
8) Completes all assigned work
9) Returns each work order to Dispatcher immediately upon job completion
10) Returns any incomplete work orders to Dispatcher at days end
11) Follows manufacturer's warranty policies and procedures in all warranty work
Retail Technician (Continued) Page 2
12) Reviews all manufacturer service bulletins
13) Ensures all special tools/equipment are/is maintained in proper working condition
14) Reports all damaged or malfunctioning special tools or equipment to Shop Foreman
15) Returns all special tools/equipment upon job completion or at days end
16) Maintains clean personal appearance
17) Sweeps and maintains a clean neat workstation
18) Attends all pre-posted department meetings
19) Refrains from smoking, eating or listening to ratio in customers vehicles
20) Provides service consultants with necessary parts and labour estimates usingadditional work sheet provided
21) Drives customers vehicles for road test purposes only
22) Maintains Technicians Guild standards
23) Attends training seminars for upgrading as required
24) Wears appropriate safety/protective gear at all times
25) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
26) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to repair vehicles assigned and recommendwork required to an efficient and safe vehicle functioning.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
Retail Technician (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Class "A" Licensed Motor Vehicle Mechanic or equivalent qualifications
2) Experience required: Valid drivers' license
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Manufacturer's Technology helpful
c) Specials skills and abilities: Safe Driving RecordInitiativeBondableAmbitiousDetail ConsciousCommunicationPride of WorkmanshipWorks with minimum supervision
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 6:00 p.m. Monday - Friday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform Required______________________________________________________________________________
Retail Technician (Continued) Page 4
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Lube Technician/Apprentice
Department: Service Department
Division/Area: Shop
Reports To: Shop Quality Control Foreman
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible for filling maintenance type requirementson customers vehicles to ensure maximum customersatisfaction.
______________________________________________________________________________
(3) Major Duties:
1) Reports to Control Tower to obtain designated daily work
2) Accepts work only from Control Tower or Supervising Technician
3) Reviews repair orders with Control Tower/Supervising Technician when job isassigned and when completed
4) Road tests vehicles when required to confirm problems
5) Exercises precaution to ensure cleanliness of customer vehicles; i.e. floor mats,fender covers, seat covers, etc.
6) Submits hard copy of work order to Parts Department to obtain authorized parts as required
7) Notifies Control Tower and Service Technicians of additional work requiringauthorization
8) Completes all assigned work
9) Returns each work order to Control Tower or Supervising Technician immediately upon job completion
Lube Technician/Apprentice (Continued) Page 2
10) Returns any incomplete work orders to Control Tower or Supervising Technician at days end
11) Follows Manufacturer warranty policies and procedures in all warranty work
12) Reviews all manufacturer service bulletins
13) Ensures all special tools/equipment and/is maintained in proper working condition
14) Reports all damaged and malfunctioning special tools or equipment to ShopManager
15) Returns all special tools/equipment upon job completion or at days end
16) Maintains a clean personal appearance
17) Sweeps and maintains a clean, neat workstation
18) Completes requirements specified on work orders
19) Performs lubrications, oil and filter changes and tire rotations
20) Checks coolant condition and all fluid levels
21) Inspects all dry belts for tension
22) Inspects carburettor, air cleaner and element
23) Inspects engine compartment and components
24) Cleans and tightens battery terminals
25) Lubricates parking brake cables and linkage
26) Inspects body mechanisms and hardware
27) Silicone treats all door opening weather strips
28) Inspects exhaust system and heat shields
29) Inspects wiper arm and blade for deterioration
30) Checks tires and wheels for damage and other deterioration
Lube Technician/Apprentice (Continued) Page 3
31) Test and adjust tire pressure
32) Inspects all lights for correct operation
33) Ensures steering wheel, all wheels, door handles, etc. are clean and free fromgrease
34) Reports to Control Tower/Supervising Technician all mechanical or safety relateddeficiencies not noted on the work order
35) Refrains from smoking, eating or listening to ratio in customer vehicles
36) Attends department meetings as required
37) Wears appropriate safety/protective gear at all times
38) Drives customer vehicles for road test purposes only
39) Provides Service Consultants with necessary parts and labour estimates usingaddition work sheet provided
40) Attends training seminars for upgrading as required
41) Wears appropriate safety/protective gear at all times
42) Knows, understands and applies municipal, provincial and federal legislation as itpertains to the dealership
43) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany policy are strictly adhered to
44) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to perform maintenance type requirementson customer vehicles
Relationships with: Service Management and Staff______________________________________________________________________________
Lube Technician/Apprentice (Continued) Page 4
(5) Job Requirements:
1) Level of Education: Grade 12, Valid Drivers'License
2) Experience required: N/A
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: BondableAttention to DetailGood Driving RecordInitiativeCommunicationPride of Workmanship
_____________________________________________________________________________(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 6:00 p.m. Monday - Friday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Service Consultant
Department: Service Department
Division/Area: Service Drive-In
Reports To: Assistant Service Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: The primary function is to ensure customer satisfactionby obtaining and verifying his/her vehicular problems andselling the required service to rectify the situation andensuring that all requested work is completed thus
minimizing customer comebacks.______________________________________________________________________________
(3) Major Duties:
1) Knows and applies to each transaction all steps of the Dealership sales strategy
2) Maintains a clean and professional appearance
3) Ensures write up area is clean and neat
4) Follows all company and manufacturer policies and procedures
5) Understands and applies factory and aftermarket warranties
6) Handles all incoming telephone calls promptly and courteously
7) Works in close conjunction with Dispatcher regarding work mix and hoursallocated for maximum time efficiencies
8) Notifies customers immediately upon receiving inspect and report results
9) Verifies completion times and/or delays with Dispatcher
10) Notifies customers of any delays or changes in delivery
Service Consultant (Continued) Page 2
11) Verifies all work orders listed repairs are completed as requested and road testsvehicle prior to customer delivery
12) Attends all Monday meetings
13) Works in conjunction with appointment co-ordinator
14) Road tests when necessary with customer to determine problems
15) Tags keys and walks to vehicle with customer
16) Notes any visible damage and sells customer appropriately
17) Deals with Technicians when necessary
18) Process work orders in cash office after job completion
19) Handles customers in a courteous, patient manner
20) Ensures the appropriate sales are made, ensuring no under or over selling
21) Achieves 2.2 hours per repair order combined retail sales
22) Ensures all appropriate legislation is adhered to
23) Attends training/seminar courses as required
24) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany policy are strictly adhered to
25) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to act as a company liaison with customers,dealing with their concerns while working in conjunction with Parts Department, Technicians and the Dispatcher.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
Service Consultant (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Grade 12 , Valid Drivers' License
2) Experience required: Licensed mechanic helpful, previous sales(dealership)
3) Qualifications:
a) Expert knowledge of: Manufacturer and aftermarket warranties,Manufacturer product line models
b) Working exposure to: Customer relations/retail sales, Manufacturer policies and procedures helpful
c) Specials skills and abilities: Customer RelationsOrganizationLegible HandwritingBondablePatienceCourteousKnowledgeableCommunicationGood Listener
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform Required
Service Consultant (Continued) Page 4
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Control Tower Operator
Department: Service Department
Division/Area: Control Tower
Reports To: Service Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To plan, organize, direct and control Techniciansproductive time to achieve time commitment corporate objectives and customer requirements.
______________________________________________________________________________
(3) Major Duties:
1) Develops and maintains hourly flat rate forecast objectives daily
2) reviews and accepts only properly completed work orders and history cards
3) Works in co-operation with Service Consultants
` 4) Logs and files work orders in numerical order on appropriate rack
5) Dispatches all work assignments to Retail Technicians
6) Monitors Technicians performance against estimated job hours required
7) Follows-up on all lost or unapplied time
8) Follows-up on all comebacks
9) Follows-up on all tie-up parts delays
10) Monitors and controls productivity levels
11) Advises Service Consultants when under or over capacity conditions existthroughout the day
Control Tower Operator (Continued) Page 2
12) Notifies Service Consultants immediately of any repair delays for customerfollow-up
13) Reviews each work order with Technicians when assigned and completed
14) Verifies and validates work orders for final processing
15) Analyses and recommends methods to maximize efficiencies throughout effectivetime management
16) Recaps each days performance against forecast
17) Respects appointment times and promised commitments
18) Directs repeat repairs to the Mechanic responsible for the original work usingrepeat repair form
19) Alerts Shop Foreman of repeat repairs
20) Ensures all straight time operations are time punched separately and authorizedaccordingly
21) Ensures that all Technicians have only one repair order at a time
22) Notifies Service Sales Rep of additional work required in order to keep shopcapacity
23) Relieves Time Keeper as required or in his/her absence
24) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany policy are strictly adhered to
25) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to delegate work allocations utilisingefficiencies for maximizing productivity and time effectiveness
Relationships with: Service Management and StaffBody Shop Management and StaffParts Management and Staff
______________________________________________________________________________
Control Tower Operator (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Technician experience helpful
3) Qualifications:
a) Expert knowledge of: Manufacturer warranties and policies
b) Working exposure to: Time and staff management
c) Specials skills and abilities: CommunicationAnalyticalPeople SkillsAttention to DetailBondablePatience
_____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)____________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Time Keeper
Department: Service Department
Division/Area: Control Tower
Reports To: Dispatcher
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To monitor and control the flat rate time of all Technicians.______________________________________________________________________________
(3) Major Duties:
1) records starting times for all Technicians
2) Punches individual tickets for start and completion of each job and stickers ticket to back or work order
3) Punches start and completion time of any job interruptions based on Techniciansadvise
4) Verifies and records the labour operation number and flat rate time for eachwarranty operation on all repair orders
5) Ensures all straight time operations are time punches separately and authorized byShop Manager
6) Ensures description of repairs for each warranty operation is recorded on back ofhard copy
7) Ensures Parts Department stamp is evident on hard copy as proof that allreplacement parts have been returned to stock room
8) Relieves Dispatcher when necessary
9) Summarizes all sold hours by each Technician at days end on individual time tickets
Time Keeper (Continued) Page 2
10) Totals all time tickets each Friday at days end
11) Distributes weekly total time ticket copies to Technicians and payroll cheque
12) Attends department meetings
13) Advises Service Manager of Technician absences
14) Ensures owner complaints have been authorized by the Shop Foreman beforepayment is made
15) Revises micro-feesh machine and keeps films clean
16) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany policy are strictly adhered to
17) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to monitor and control Technicians flat ratetime.
Relationships with: Service Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and Staff
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Knowledge of dealership operations helpful
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: General knowledge of parts and functioningof vehicles helpful
Time Keeper (Continued) Page 3
c) Specials skills and abilities: OrganizationalPeople SkillsAttention to DetailWork with minimum supervisionInitiativePatienceAnalyticalBondable
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Head Cashier
Department: Service Department
Division/Area: Reception Area
Reports To: Service Manager
Posts Supervised: Cashiers, Part-Time Cashiers______________________________________________________________________________
(2) Basic Function: Is responsible for ensuring all cashier and receptionfunctions are completed efficiently and effectivelythrough appropriate supervision.
______________________________________________________________________________
(3) Major Duties:
1) Co-ordinates staffing requirements for each day for appropriate job coverage
2) Assists in annual reviews of Cashier performance appraisals
3) Assists in training of Cashiers through direct supervision and meetings
4) Maintains knowledge of all Cashier functions and assists in their completion daily
5) Advises Cashiers of all information relevant to their job function
6) Revises data in service invoicing system using own password
7) Ensures own password is maintained on a confidential basis
8) Assists Cashiers with customers requiring special assistance
9) Ensures Cashier Office is kept clean and orderly at all times
10) Ensures company credit policies are followed
11) Ensures all necessary paperflow is maintained for maximum efficiency andaccuracy
Head Cashier (Continued) Page 2
12) Maintains responsibility for totalling cash daily
13) Cashes off at shifts end
14) Prepares and balances cash floats on a daily basis
15) Verifies quality and accuracy of all work orders
16) Verifies all functions on the work order are performed
17) Ensures correct rate is applied
18) Ensures warranties/retail pricing is correctly applied
19) Verifies all internal, retail and warranty charges for accuracy
20) Authorizes write-offs up to $125.00 for difficult customers in order to achievecustomer satisfaction
21) Reports when staff are ill or not present for work
22) Reports all Cash Office difficulties or problems to service management
23) Purges work order bucket weekly
24) Ensures all work orders are current
25) Pulls and questions all work orders in bucket longer than one week
26) Attends training/seminars as required
27) Attends department meetings as required
28) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany policy are strictly adhered to
29) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to organize staff functions to meet dailyoutput objectives. Is given access to computer through passwordand may write-off up to $125.00 per day.
Head Cashier (Continued) Page 3
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliersGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Previous Cashier and Accounting
3) Qualifications:
a) Expert knowledge of: English Language. Basic Math, Typing
b) Working exposure to: Computer helpful
c) Specials skills and abilities: BondableDetail OrientedStrong People SkillsPleasant PersonalityLeadershipInitiativeCommunicationWorks well under pressurePatienceTyping 50 w.p.m.
_____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Head Cashier (Continued) Page 4
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Service Cashier
Department: Service Department
Division/Area: Reception Area
Reports To: Service Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Responsible for providing prompt, courteous, friendly andefficient service to all customers to ensure customersatisfaction
______________________________________________________________________________
(3) Major Duties:
1) Verifies that each work order is signed by the Service Consultant for final close-out
2) Files all processed work orders by time and customer name
3) Records, sorts and codes all work orders by failure and account allocation, internal warranty and/or customer
4) Submits customer work order copy and files balance in appropriate location
5) Balances cash and all receipts against appropriate work orders
6) Prepares daily operating cost balance sheets
7) Uses computer when necessary to assist in fast customer pick-up of vehicles
8) Phones customers upon completion of their work orders to quote price
9) Maintains a clean, neat work area
10) Requests Car Jockey to delivery customer completed vehicles as required
11) Thanks customer for his/her patronage
Service Cashier (Continued) Page 2
12) Logs all outstanding work in progress at months end
13) Responds to customer enquiries
14) Verifies all customer charges have been totalled accurately with appropriate taxesapplied
15) Verifies each repair order is appropriately stickered for total flat rate time
16) Completes repair order total charges including all applicable taxes
17) Ensures float is always intact
18) Deposits cash, credit card receipts and cheques, sealed in envelope in ServiceDirector's office
19) Ensures cash register totals are completed and cash drawer is left empty and opened at days end
20) Files completed work orders appropriately and promptly
21) Checks all work order files for updated orders and processed regularly
22) Keeps customer bucket clear
23) Mails all yellow copies not received by customers
24) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
25) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority limits on verifying work order costs,calculating costs totals and applying all applicable taxes. Collectscustomer payment in cash, by cheque or credit card.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
Service Cashier (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Some bookkeeping experience helpful
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Credit card systems, computers
c) Specials skills and abilities: Basic MathTypingPeople SkillsBondableAttention to DetailPatienceCommunicationCongenial.
_____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform required______________________________________________________________________________
Service Cashier (Continued) Page 4
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Part-Time Cashier
Department: Service Department
Division/Area: Cash Office
Reports To: Head Cashier
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible to provide prompt, courteous, friendly andefficient service to all customers to ensure customer
satisfaction. Handles enquiries and customer complaintsaccording to established company procedures.
______________________________________________________________________________
(3) Major Duties:
1) Closes all repair orders promptly, utilized computerized inventory system
2) Verifies that each work order is signed by the Service Consultant for final close out
3) Files all processed work orders by time and customer name
4) Submits customer work order copy and files balance in appropriate location
5) Balances cash and all receipts against appropriate work order
6) Uses computer to assist in fast customer pick-up of vehicles
7) Phones customers upon completion of their work order to quote price whenrequired
8) Maintains a clean, neat work area
9) Requests Car Porters to deliver customer completed vehicles as required
10) Thanks customer for his/her patronage
11) Responds to customer enquiries
Part-Time Cashier (Continued) Page 2
12) Verifies all customer charges have been totalled accurately with appropriate taxesapplied
13) Verifies each work order is appropriate stickered for total flat rate time
14) Ensures float is always in tack
15) Keeps customer bucket clear
16) Attends department meetings as required
17) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
18) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to verify work order costs, calculate coststotals, collect customer payment by cash, cheque or credit card
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Some Bookkeeping helpful
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Credit Card Systems, Computers
Part-Time Cashier (Continued) Page 3
c) Specials skills and abilities: BondableBasic Math
TypingPeople SkillsAttention to DetailPatienceCommunicationPresentable AppearanceCongenial
_____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Service Sales Representative
Department: Service Department
Division/Area: Service Department
Reports To: Service Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To increase and develop sales within the ServiceDepartment to maintain a consistent capacity level within the shop while ensuring highest possible customer satisfaction levels
______________________________________________________________________________
(3) Major Duties:
1) Greets customers in a courteous and friendly manner
2) Walks vehicle and opens hood with customer present
3) Sells specials and computer generated recommended service as required
4) Advises customer regarding inspection
5) Sells customer on work required from inspection or makes appropriateappointments
6) Analyses and diagnosis problems relating to customer vehicles accurately
7) Determines promised time adding contingency to promise time to determinepick-up time
8) Advises customer honestly of appropriate pick-up-time
9) Notes both promised time and pick-up time on work order
10) Notes time estimates on work order, if different from average time
11) Determines method of payment
Service Sales Representative (Continued) Page 2
12) Completes work order write-up legibly
13) Road tests vehicles in order to diagnose difficult problems as required
14) Notifies customers if problems arise with pick-up time
15) Follows-up on all parts
16) Follows-up on all sublets
17) Keeps buy-offs current
18) Checks repairs orders prior to close-out
19) Road tests vehicles after completion if appropriate
20) Follows-up on all comebacks
21) Initiates comeback procedure with customers story
22) Attaches previous repair order to comeback repair order
23) Confirms repair action taken
24) Explains courteously to customer action taken
25) Apologizes for any inconvenience
26) Attends department meetings as required
27) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
28) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to sell service customers on additional workrequirements in order to maximize efficient customer vehiclefunctioning and increase shop capacity
Service Sales Representative (Continued) Page 2
Relationships with: Service Management and StaffBody Shop Management and StaffParts Management and StaffSales Management and StaffGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, Class "A" Licensed Mechanicor equivalency
2) Experience required: Valid drivers' license
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Retail direct sales helpful
c) Specials skills and abilities: People SkillsCourtesyBondableGood Personal AppearanceCongenialGood ListenerCommunicationAttention to DetailSafe Driving Record
_____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Service Sales Representative (Continued) Page 4
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Greeter
Department: Service Department
Division/Area: Drive-Thru
Reports To: Service Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To provide a friendly and courteous welcome greeting forall customers entering the service department, therebycontributing to customer satisfaction
______________________________________________________________________________
(3) Major Duties:
1) Greets all service customers immediately upon entering the Service Departmentconfirming their appointment
2) Heads up work order to save Service Consultants time
3) Hands each customer a copy of their service history and recommended service
4) Uses tri-com computers to inform all customers who do not have an appointment in order to create customer awareness of dealership's appointment system
5) Phones all appointment customers daily and confirms their appointment forfollowing day
6) Telephones all customers who did not keep appointments and reschedules ifpossible
7) Assists with filing as necessary
8) Assists in all enquiries in service drive-thru as required
9) Assists in Service Cashier Office during peak hours
10) Performs Night Cashier duties as required
Greeter (Continued) Page 2
11) Determines feasibility of completing any work not previously having anappointment
12) Ensures entrance to service drive is clean and free of ice and snow
13) Directs customers to appropriate parking areas
14) Assists in making reservations
15) Assists in removing vehicles from service drive when necessary
16) Attends department meetings as required
17) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
18) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to greet customers and verify reservationsassisting customers when and where necessary
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: N/A
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
Greeter (Continued) Page 3
c) Specials skills and abilities: CourteousPresentable AppearanceCommunicationCongenial PersonalityBondableContentiousPatiencePeople SkillsGood Listener
_____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Service Receptionist
Department: Service Department
Division/Area: Service Reception
Reports To: Service Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To answer all telephone enquiries in a friendly, courteousmanner, directing caller to appropriate receiver.
______________________________________________________________________________
(3) Major Duties:
1) Answers all enquiries promptly in a courteous manner
2) Distributes calls to appropriate person
3) Takes messages placing them in each recipients message slot
4) Directs customers to appropriate departments and/or personnel
5) Records all ins/outs of service staff and department managers
6) Acts as a general morale booster for the Service Department and staff
7) Checks all incoming vehicles and handles all enquiries regarding campaigncompletions
8) Controls all facets of campaign follow-up, including letters, zone reports,campaign transfer forms, etc.
9) Maintains a campaign file for quick and easy reference explanation of same
10) Supplies necessary V.I.N. numbers to main office in order that all outstandingcampaigns will show on each customer service history file
11) Ensures Service Consultants are informed of current campaign status
Service Receptionist (Continued) Page 2
12) Processes all data in functions for Service Cashiers for tri-com computer for quickand easy access
13) Assists in the preparation of work orders as required
14) Understands the function of Cashier relieving same as required
15) Performs Appointment Co-Ordinators duties as required during his/her absence
16) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
17) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to act as a company introductory liaison forthe general public.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Some typing, basic accounting
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Cashier experience helpful
Service Receptionist (Continued) Page 3
c) Specials skills and abilities: Good Telephone VoiceCommunicationPeople SkillsAttention to DetailBondablePleasant Personality
_____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Warranty Clerk
Department: Service Department
Division/Area: Administration
Reports To: Office Manager - directService Director - indirect
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Responsible for submitting, collecting and reconciling claims made to Manufacturer, claims include warranty, campaign, transit damage and pre-delivery inspection.
______________________________________________________________________________
(3) Major Duties:
1) Extends and completes P.D.I. repair orders daily, maintaining P.D.I. register ofserial numbers and time
2) Verifies all claims are accurately entered in repair orders by Service Consultants
3) Verifies repair orders have been accurately totalled for entry of claims onto D.C.S.
4) Prepares claims for submission, including proper authorization codes
5) Enters claims daily onto D.C.S.
6) Files repair order copies in the appropriate pending file
7) Determines and corrects rejected claims for resubmission
8) Follows-up every ten days and reclaims when necessary any claims over thirtydays old
9) Matches and balances manufacturers credit memos to file of outstanding claims
10) Files all paid repair orders and related documents after processing each creditmemo
Warranty Clerk (Continued) Page 2
11) Reports to Service Manager, any problems or out of line conditions
12) Reconciles and maintains warranty schedule
13) Maintains claims follow-up and records so that percentage of completion can bekept at a maximum
14) Types refund cheques for customer repairs covered under warranty
15) Enters credit memos into accounting systems
16) Obtains authorization on major or unusual repairs before submitting to factory
17) Notifies Service, Sales and Parts Departments regarding any discrepancies inwork orders or insufficient information
18) Obtains authorization from Service Manager prior to deducting time fromTechnicians for any reason and before reclaiming repeat repairs
19) Corrects and resubmits all claims rejected by factory due to error, etc.
20) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
21) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to submit and reconcile claims toManufacturer
Relationships with: Service Management and StaffBody Shop Management and StaffAdministration Management and StaffManufacturer
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: N/A
Warranty Clerk (Continued) Page 3
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: People SkillsTypingBasic MathCommunicationOrganizationalBondableAccuracyAttention to Detail
____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Appointment Co-Ordinator
Department: Service Department
Division/Area: Drive-Thru
Reports To: Service Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Responsible for scheduling reservations in order to ensuremaximum utilization of Service shop capacity, whileensuring customer satisfaction is maintained.
____________________________________________________________________________
(3) Major Duties:
1) Handles all telephone calls requesting appointments
2) Assists in writing work orders when necessary
3) Logs all reservations
4) Recommends necessary maintenance/service to customers
5) Establishes appointment time and Service Consultants name and date for eachcustomer
6) Provides helpful information/advise on customer vehicle problems or complaints
7) Contacts customers who missed their appointments and reschedules as soon aspossible
8) Handles all walk-in customers wishing to book appointments
9) Handles all walk-in customer requesting information/advise
10) Handles all recall notices from Manufacturer notifying customer by telephone orletter
Appointment Co-Ordinator (Continued) Page 2
11) Notifies customers of special order parts setting new appointment time
12) Assists Service Consultants in selling additional required work when Consultantsare busy
13) Handles E.S.P. customers and maintains Dealership's fleet E.S.P. vehicles
14) Performs follow-up calls on all new vehicle customers every three months, sixmonths and nine months, regarding P.P.M. and E.S.P., rust proofing sales inorder to increase percentage of penetration
15) Calls all customers for their three month appointment made by Sales staff andexplain service requirements confirming appointment
16) Assists Service Receptionist on phones when required
17) Follows-up on all E.S.P. customers as required for quality
18) Attends service meetings when necessary
19) Monitors hours sold and hours available to sell throughout the day
20) Confirms with Dispatcher to verify available hours
21) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
22) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to make appointments, handling customerneeds and requirements.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
______________________________________________________________________________
Appointment Co-Ordinator (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: Previous service consultant experiencehelpful
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Automotive employment helpful
c) Specials skills and abilities: Attention to detailCommunicationInitiativePeople SkillsGood MannersPresentable AppearanceOrganizationAnalyticalBondable
_____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform Required______________________________________________________________________________
Appointment Co-Ordinator (Continued) Page 4
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Vehicle Detail
Department: Service/Sales Department
Division/Area: P.D.I.
Reports To: P.D.I. Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible for inspecting all new vehicles received fromfactory noting any damage prior to transport driver leavingpremises.
______________________________________________________________________________
(3) Major Duties:
1) Inspects each vehicle upon arrival from factory
2) Notes on bill of lading any and all damages or shortages which may be present
3) Applies correct transport damage codes according to Manufacturer's guidelines
4) Forwards bills of lading to P.D.I. Manager
5) Advises P.D.I. Manager of any damages or shortages disputed by transport carrierto ensure prompt resolution
6) Places stock number tag on each vehicle
7) Assists in movement of vehicles from P.D.I. area to showroom and visa versa
8) Inspects all stocked vehicles monthly for battery condition and remove battery forrecharging if necessary
9) Assists in organizaing interior and exterior sale showroom displays
10) Assists in washing and preparing of new vehicles if required
11) Attends department meetings as required
Vehicle Detail (Continued) Page 2
12) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
13) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to document all transport damages on newvehicles for claims purposes.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Good Driving Record
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: BondableInitiativeDetail OrientedGood Physical HealthAbility to operate standard and automatic
transmissions_____________________________________________________________________________
Vehicle Detail (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:30 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Used Vehicle Detail
Department: Service/Sales Department
Division/Area: Shop
Reports To: Service Manager - directlySales Department - indirectly
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible for preparing the vehicle for final delivery tothe customer, ensuring the vehicle is spotlessly clean insideand out.
______________________________________________________________________________
(3) Major Duties:
1) Reports to Department Head for work order assignments
2) Cleans used and customer vehicles inside and out
3) Polishes and waxes vehicles as necessary or as instructed on work order
4) Maintains all clean-up areas including floors and benches, etc, in a clean and neatfashion daily
5) Reports all low inventory or shortages of clean-up products; i.e., soaps, waxes,towels. etc.
6) Maintains sold vehicle key board ensuring keys are in appropriate place in shop
7) Ensures all vehicles are locked at his/her shift's end
8) Ensures all equipment is returned to appropriate place after use
9) Ensures all equipment is in good working condition at all times
10) Reports all damaged or malfunctioning equipment to department head
Used Vehicle Detail (Continued) Page 2
11) Ensures no smoking, eating or listening to radio takes place in vehicles beingprepared
12) Ensures all chrome, tires, rocker sill moulding, ash trays and windows are clean
13) Attends department meetings as required
14) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
15) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to prepare all vehicles required for maximumcleanliness.
Relationships with: Sales Management and StaffBody Shop Management and Staff
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Valid Drivers' License
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: BondableAttention to Detail Good Driving RecordInitiativeCommunication
_____________________________________________________________________________
Used Vehicle Detail (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:30 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Shuttle Bus Driver
Department: Service Department
Division/Area: Service Department
Reports To: Assistant Service Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Responsible for following shuttle bus schedule to and fromassigned areas.
______________________________________________________________________________
(3) Major Duties:
1) Punches time clock at start and completion of each day and at lunch
2) Ensures van is full of gas and clean and prepared to travel
3) Collects customers from waiting area
4) Assists in daily bank deposits
5) Assists Service Consultants in parking vehicles
6) Drives safely and with expertise at all times
7) Maintains van in a roadworthy condition and notifies Assistant Service Managerwhen service/repairs are required
8) Maintains a courteous and friendly manner with all customers
9) Refrains from smoking or eating in van
10) Verifies shuttle bus riders are Dealerships customers
11) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
Shuttle Bus Driver (Continued) Page 2
12) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to transport service customers to and fromassigned areas. Assists in bank deposits.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: Safe driving record
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: InitiativeCommunicationPeople SkillsBondableCourtesy
_____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Shuttle Bus Driver (Continued) Page 3
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Car Porter
Department: Service Department
Division/Area: Service Department
Reports To: Service Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible for delivering vehicles to designated locationin a prompt, efficient and courteous manner.
______________________________________________________________________________
(3) Major Duties:
1) Ensures vehicles are moved up in order to maintain a constant flow in servicedrive-thru
2) Removes vehicles from service reception to service work lot in a controlled andorderly fashion
3) Reports any visual damage to vehicles
4) Reports all damage done on company premises immediately
5) Assists customers in drive-thru when necessary
6) drives customers home when requested
7) Brings vehicles to service pick-up area as required by cashiers
8) Ensures keys are removed from vehicle and placed on appropriate rack
9) Assists Service Consultants when vehicles require lot parking
10) Ensures steering wheel, door handles and carpets are oil and/or grease free,clean and neat
11) Removes paper mats prior to customer delivery
Car Porter (Continued) Page 2
12) Ensures the paring of vehicles in lot are neat and orderly
13) Reports any grease or dirt on vehicle
14) Cleans and/or washes customer vehicles when requested
15) Thanks customers for their patronage
16) quality checks vehicles as per Dealership's current procedure between 1:00 p.m.and 3:00 p.m.
17) Ensures drive-thru area is clean at all times
18) Orders floor mats and seat covers as necessary
19) Assists in filing and keeping service counters clean of debris
20) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
21) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to handle customer vehicles with care andprudence.
Relationships with: Service Management and StaffGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Valid Drivers' license
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Parking lot experience preferable
Car Porter (Continued) Page 3
c) Specials skills and abilities: Safe Driving RecordCommunicationInitiativeBondableAttention to Detail Pleasant Personality
_____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Part-Time Car Porter
Department: Service Department
Division/Area: Service Department
Reports To: Assistant Service Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible for delivering vehicles to designated locationin a prompt, efficient and courteous manner.
______________________________________________________________________________
(3) Major Duties:
1) Ensures vehicles are moved up in order to maintain a constant flow in servicedrive-thru
2) Removes vehicles from service reception to service work lot in a controlled andorderly fashion
3) Reports any visual damage of vehicles to Supervisor
4) Reports all damage done on company premises immediately to Supervisor
5) Assists customers in drive-thru when necessary
6) Drives customers home when requested
7) Brings vehicles to service pick-up area as required by cashiers
8) Ensures keys are removed from vehicle and placed on appropriate rack
9) Assists Service Consultants when vehicles require lot parking
10) Ensures steering wheel, door handles and carpets are oil and/or grease free,clean and neat
11) Removes paper mats prior to customer delivery
Part-Time Car Porter (Continued) Page 2
12) Ensures the parking of vehicles in lot are neat and orderly
13) Reports any grease or dirt on vehicles
14) Cleans and/or washes customer vehicles when requested
15) Thanks customers for their patronage
16) Quality checks vehicles as per Dealership's current procedure between 1:00 p.m.and 3:00 p.m. as required
17) Ensures drive-thru area is clean at all times
18) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
19) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to handle company and/or customer vehicleswith care and prudence.
Relationships with: Service Management and StaffGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Valid Drivers' license
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Parking lot experience preferable
c) Specials skills and abilities: BondableSafe Driving RecordCommunicationInitiativeAttention to Detail Pleasant Personality
Part-Time Car Porter (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Maintenance
Department: Service Department
Division/Area: Service
Reports To: Assistant Service Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible for cleaning and maintaining customer trafficand service areas.
______________________________________________________________________________
(3) Major Duties:
1) Punches time clock at start and completion of each day and lunch
2) Maintains a clean, neat personal appearance
3) Inspects all common traffic areas within the service area
4) Cleans and maintains all required areas
5) Empties trash containers in cashiers and service areas each mid-day as required
6) Cleans service customer lounge area mid-morning and mid-afternoon whennecessary
7) Organizes reading material and pamphlets
8) Installs signage as required
9) Moves files, furniture, etc. from one location to another as required
10) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
21) Performs other related duties______________________________________________________________________________
Maintenance (Continued) Page 2
(4) Authority: Is given the authority to ensure Service Department is maintained to company standards..
Relationships with: Service Management and StaffGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: N/A
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: General Building Maintenance
c) Specials skills and abilities: BondableInitiativeWorks with minimal supervisionAttention to Detail
_____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Thursday(May be required to work overtime)
______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
P.D.I.
P.D.I. ManagerP.D.I. Co-OrdinatorP.D.I. TechnicianRust ProoferDetail ForemanDetail PersonVehicle Preparation Attendant
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: P.D.I. Manager
Department: Service Department
Division/Area: P.D.I. Department
Reports To: Service Director - directlyService Manager - indirectly
Posts Supervised: P.D.I. Staff______________________________________________________________________________
(2) Basic Function: Responsible for the efficient organization of product andstaff within his/her department, ensuring all vehicles aredelivered in a clean, excellent, functioning condition.
______________________________________________________________________________
(3) Major Duties:
1) Receives work orders from Sales Department daily
2) Updates delivery schedule and enters into stock book as necessary
3) Verifies work orders and assigns to appropriate personnel
4) Communicates daily with Business Manager regarding vehicle scheduling whennecessary
5) Receives completed work order from staff for review
6) Works in conjunction with Sales Manager for special requirements; i.e., lodge orshowroom changes, etc. as required
7) Prepares Department of Transport safety certificates
8) Communicates with Fleet Manager regarding scheduling or fleet deliveries
9) Notifies Business office and New Vehicle Sales Manager of any schedules vehicles sent to Body shop
P.D.I. Manager (Continued) Page 2
10) Controls and supervises inventory materials using a mini/maxi system
11) Orders replacement materials when required
12) Prepares work orders for damages, malfunctions or vehicle imperfections for newvehicles
13) Monitors employee performance daily
14) Verifies and monitors record log for all new vehicle arrivals
15) Records 'commitment to excellence' on large board monthly
16) Meets with General Manager, General Sales Manager and Service Director toreview 'commitment to excellence' report monthly
17) Grooms a replacement
18) Trains and supervises staff reporting to him/her
19) Attends regular department head meetings
20) Performs annual reviews
21) Sorts work orders by delivery date, time and numerical order
22) Prepares aftermarket dealer installation purchase orders
23) Notifies appropriate installers
24) Orders all necessary parts as required
25) Assigns work orders to appropriate area
26) Ensures all ordered parts are received
27) Performs road tests with or without Technicians
28) Follows-up on all status of all repair orders
29) Inspects rust proofing as required
30) Inspects all completed vehicles
P.D.I. Manager (Continued) Page 3
31) Prepares daily competition report, one copy to Administration, one copy to Service Director and one copy for file
32) Returns all completed work order to Time Keeper
33) Knows, understands and applies municipal, provincial and federal legislation as itpertains to the dealership
34) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
35) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to supervise, direct and control his/herdepartment staff and equipment.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliers
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, Valid Drivers' license
2) Experience required: Previous management experience helpful
3) Qualifications:
a) Expert knowledge of: Basic knowledge of warranties
b) Working exposure to: Mechanic experience helpful, computers
P.D.I. Manager (Continued) Page 4
c) Specials skills and abilities: Personnel ManagementDiplomacyPeople SkillsFlexibleBondableCommunicationMechanically InclinedAttention to Detail
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5::00 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: P.D.I. Co-Ordinator
Department: Service Department
Division/Area: P.D.I. Department
Reports To: P.D.I. Manager
Posts Supervised: P.D.I. Department Staff - indirectly______________________________________________________________________________
(2) Basic Function: Is responsible for receiving all new vehicles and maintaining inventory in an orderly, efficient manner.
______________________________________________________________________________
(3) Major Duties:
1) Receives and stocks in new vehicles from factory
2) Inspects all new vehicles arriving at dealership
3) Claims all transit damage on bills of lading
4) Claims all missing parts on bills of lading
5) Obtains drivers signature on bills of lading
6) Signs bills of lading
7) Parks vehicles in appropriate area
8) Enters all vehicle information in stock book
9) Assigns stock number to each vehicle
10) Tags all keys
11) Delivers vehicle packages to New Vehicle Secretary for processing
12) Places inventory keys on inventory board
P.D.I. Co-Ordinator (Continued) Page 2
13) Checks inventory for damage, neatness, theft by walking appropriate lot three times weekly
14) Expedites all transit damage repairs immediately
15) Order any/all parts required for damage claims
16) Orders any/all missing parts for claims
17) Notifies Sales Management of any transit damage
18) Follows-up on all repairs with appropriate departments
19) Assists P.D.I. Manager when necessary
20) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
19) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to receive and verify new vehicle arrivalsand maintain inventory in an efficient manner. May supervisedepartment staff as required
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliers
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: Previous dealership experience
3) Qualifications:
a) Expert knowledge of: Basic knowledge of warranties
P.D.I. Co-Ordinator (Continued) Page 3
b) Working exposure to: Computers
c) Specials skills and abilities: Good Driving RecordInitiativeAttention to DetailCommunicationPeople SkillsDiplomacyFlexibilityGood Physical ConditionBondable
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5::00 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: P.D.I. Technician
Department: Service Department
Division/Area: P.D.I. Department
Reports To: P.D.I. Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To prepare customer vehicles for delivery, applyingworkmanship, quality of excellent standards while
exercisingeffective time management for maximum productivity.
______________________________________________________________________________
(3) Major Duties:
1) Reports to work area and obtains first work order
2) Accepts work only from P.D.I. Manager
3) Reviews work orders with P.D.I. Manager when completed
4) Road test every vehicle over variety of road surfaces
5) Exercises precaution to ensure cleanliness of vehicles; i.e., floor mats, fenderguards, seat covers, etc.
6) Submits hard copy of work order to Parts Department to obtain authorized parts
7) Notifies P.D.I. Manager of additional work requiring authorization and recordson hard copy or work order any additional work required
8) Notifies P.D.I. Manager of any parts problems; i.e., shortages, incorrect parts, etc.
9) Completes all assigned work
10) Returns each work order to P.D.I. Manager immediately upon job completion
11) Returns any incomplete work orders to P.D.I. Manager at day's end
P.D.I. Technician (Continued) Page 2
12) Follows Manufacturer's warranty policies and procedures on all warranty work
13) Reviews all Manufacturer's bulletins
14) Ensures all special tools/equipment is/are maintained in proper working order
15) Reports all damaged or malfunctioning special tools or equipment to P.D.I.Manager
16) Returns all special tools/equipment upon job completion or day's end
17) Maintains a clean, neat personal appearance
18) Sweeps and maintains a clean, neat workstation
19) Attends department meetings as required
20 Refrains from smoking or eating in company vehicles
21) drives company vehicles only on company business
22) Attends training programs/seminars as required
23) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
24) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to verify, prepare and/or repair vehiclesassigned and recommend work required for efficient and safevehicle functioning
Relationships with: Service Management and StaffParts Management and Staff
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Class "A" Licensed Motor VehicleMechanic
2) Experience required: Valid Drivers' license
P.D.I. Technician (Continued) Page 3
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Manufacturer's technology helpful
c) Specials skills and abilities: BondableCommunicationInitiativeAttention to Detail Good Physical Health
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Rust Proofer
Department: Service Department
Division/Area: P.D.I. Department
Reports To: P.D.I. Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible for the efficient and effective rust proofing ofall vehicles assigned.
______________________________________________________________________________
(3) Major Duties:
1) Reports to department head for assignments and work orders
2) Rust inhibits all new, used and/or customer vehicles according to work orders
3) Assists in Service Department and other areas as required
4) Maintains and cleans all rust inhibitor equipment
5) Maintains clean and neat workstation
6) Ensures no smoking, eating or listening to radio takes place in vehicles
7) Returns all work orders upon completion of assignment or at days end
8) Reports all low inventory or shortages of rust inhibitors do department head
9) Reports any/all damage to vehicles caused by department
10) Parks vehicles in appropriate areas upon completion of required work
11) Returns vehicle keys with work order to department head
12) Maintains a good working relationship with other employees
Rust Proofer (Continued) Page 2
13) Attends department meetings as required
14) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
19) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to effective rust proof vehicles assigned.
Relationships with: Service Management and Staff_____________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: all aspects of rust proofing
3) Qualifications:
a) Expert knowledge of: Rust proofing
b) Working exposure to: Mechanical knowledge helpful
c) Specials skills and abilities: Good DriverWorks with minimal supervisionBondableInitiativeAttention to Detail CommunicationGood Physical Condition
______________________________________________________________________________
Rust Proofer (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Detail Foreman
Department: Service Department
Division/Area: P.D.I.
Reports To: P.D.I. Manager
Posts Supervised: Detail Person______________________________________________________________________________
(2) Basic Function: Is responsible for supervising staff completing all vehicles for
final delivery, ensuring they are spotlessly clean inside andout in order to achieve maximum customer satisfaction.
______________________________________________________________________________
(3) Major Duties:
1) Reports to department head for work order assignments
2) Cleans new, used and customer vehicles inside and out
3) Polishes and waxes vehicles as necessary or as instructed on work order
4) Supervises/maintains all clean-up areas, including floors and benches, etc. in a clean neat, orderly fashion
5) Reports all low inventory or shortages of clean-up products; i.e., soaps, waxes,towels, etc.
6) Ensures main department door is secured and locked at his/her shift's end
7) Ensures all equipment is returned to appropriate place and stored and locked
8) Reports all damaged or malfunctioning equipment to department head
9) Reports all malfunctions or damages to vehicles to department head
10) Reports any fading, paint imperfections to P.D.I. Manager
Detail Foreman (Continued) Page 2
11) Ensures no smoking, eating or listening to radio takes place in vehicles beingprepared
12) Attends department meetings when necessary
13) Repairs minor paint imperfections when authorized
14) Maintains a good working relationship with other employees
15) Supervises all staff under his/her control to ensure maximum workmanship
16) Knows, understands and applies municipal, provincial and federal legislationas it pertains to the dealership
17) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
18) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to supervise staff and ensure all vehicles arecleaned to maximum standards.
Relationships with: Sales Management and StaffService Management and StaffParts Management and Staff
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: previous clean-up experience,Valid Drivers' license
3) Qualifications:
a) Expert knowledge of: Knowledge of all chemicals, fluids andclean-up materials
b) Working exposure to: Auto industry
Detail Foreman (Continued) Page 3
c) Specials skills and abilities: BondableGood Driving RecordCommunicationInitiativeAttention to Detail DiplomacyPeople SkillsPersonable
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Detail Person
Department: Service Department
Division/Area: P.D.I. Department
Reports To: Detail Foreman
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible for preparing the vehicle for final delivery tothe customer ensuring the vehicle is spotlessly clean insideand out..
______________________________________________________________________________
(3) Major Duties:
1) Reports to Detail Foreman for work order assignments
2) Cleans new and customer vehicles inside and out
3) Hand polishes and waxes vehicles as necessary or as instructed on work order
4) Parks vehicles neatly and with care in delivery area
5) Maintains all clean-up areas including floors and benches, etc. in a clean and neatfashion daily
6) Reports all low inventory or shortages of clean-up products; i.e., soaps, waxestowels etc.
7) Ensures all vehicles are locked at his/her shift's end or at time of parking
8) Ensures all equipment is returned to appropriate place
9) Ensures all equipment is in good working order and condition
10) Reports all damaged or malfunctioning equipment to department head
11) Reports all malfunctioning and damages to vehicles to department head
Detail Person (Continued) Page 2
12) Reports any fading and paint imperfections to P.D.I. Manager
13) Ensures no smoking, eating or listening to radio takes place in vehicles being prepared
14) Attends department meetings when necessary
15) Maintains a good working relationship with other employees
16) Applies paint sealant and fabric protection as required
17) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
18) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to prepare all vehicles required for maximumcleanliness.
Relationships with: Service Management and StaffParts Management and Staff
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Valid Drivers' license
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: Attention to DetailPride of WorkmanshipFlexibleGood Driving RecordInitiativeCommunicationBondable
Detail Person (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Vehicle Preparation Attendant
Department: Service Department
Division/Area: P.D.I. Department
Reports To: P.D.I. Foreman
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible for preparing of vehicles for final delivery tothe customer ensuring the vehicle is spotlessly clean insideand out.
______________________________________________________________________________
(3) Major Duties:
1) Report to Control Tower for work assignments
2) Cleans new and used vehicles inside and out
3) Polishes and waxes vehicles as necessary or as instructed on work order
4) Maintains vehicle parking areas in a clean, neat and orderly fashion
5) Maintains all clean-up areas including floors and benches, etc. in a clean andneat fashion daily
6) Reports low inventory or shortages of clean-up products; i.e. soaps, wax,towels,etc.
7) Maintains sold vehicle key board ensuring keys are in appropriate places
8) Ensures all vehicles are locked at his/her shift's end
9) Ensures all equipment is returned to appropriate place upon job completion
10) Reports all damaged or malfunctioning equipment to P.D.I. Foreman or ServiceManager
Vehicle Preparation Attendant (Continued) Page 2
11) Ensures no smoking, eating or listening to radio takes place in vehicles beingprepared
12) Attends department meetings when necessary
13) Maintains a good working relationship with other employees
14) Inspects vehicles after final clean-up for any missed damage or imperfections andreports to P.D.I. Manager
15) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
16) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to prepare all vehicles required for maximumcleanliness..
Relationships with: Sales Management and StaffService Management and StaffBody Shop Management and Staff
______________________________________________________________________________(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Valid Drivers' license
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: BondableGood Driving RecordCommunicationInitiativeAttention to Detail Good Physical HealthAbility to operate standard andautomatic transmissions
Vehicle Preparation Attendant (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
BODY SHOP
Body Shop ManagerAssistant Body Shop ManagerShop ForemanBody Shop TechnicianBody Shop Technician ApprenticeEstimatorPaint PreperPaint TechnicianBody Shop ClerkDetail PersonLot Attendant
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Body Shop Manager
Department: Body Shop Department
Division/Area: Body Shop
Reports To: Service Director
Posts Supervised: Assistant Body Shop Manager,Body Shop Foreman
______________________________________________________________________________
(2) Basic Function: To plan, organize, direct and control the effectivemanagement of the department to achieve predeterminedcorporate sales objectives while maximizing profitability.
______________________________________________________________________________
(3) Major Duties:
1) Ensures and verifies productions schedules are current
2) Supervises the ordering of parts and materials
3) Ensures appropriate inventory levels are maintained
4) Ensures the production schedule is realistic and achievable
5) Reviews daily production schedule with Assistant Body Shop Manager and ShopForeman
6) Monitors daily, the payment of time tickets upon completion of each job
7) Performs appraisals, estimates and pricing of body work (collision and rust damage)
8) Establishes production objectives
9) Reviews all estimates prepared by staff
10) Recruits, hires, trains and terminates employees
11) Performs exit interviews
Body Shop Manager (Continued) Page 2
12) Develops and implements systems and procedures for efficient work productionby department
13) Authorizes large purchase order requisitions
14) Develops consumer promotion and advertising concepts
15) Develops employee incentive programs
16) Handles and solves difficult customer complaints
17) Performs annual reviews
18) Trains and develops a replacement
19) Reviews and monitors vacation schedules
20) Develops systems for increased shop and/or department capacity for increased cost efficiencies and productivity (cost per unit reductions for reduced unabsorbedoverhead)
21) Monitors sales in units and in dollars monthly
22) Supervises and monitors expenses by department
23) Assists and supervises departmental forecast monthly, quarterly, semi--annual andannual in units and dollars and versus prior year
24) Attends department head meetings
25) Attends training seminars when necessary
26) Analyses competition for pricing and promotional activity
27) Ensures all promised delivery dates are met
28) Inspects all vehicles prior to delivery
29) Follows-up on all additions to assure payment
30) Ensures all major parts have arrived weekly
31) Knows, understands and applies municipal, provincial and federal legislation as itpertains to the dealership
Body Shop Manager (Continued) Page 3
32) Ensures all G.M. warranty work is completed to specification
33) Attends all required meetings/functions
34) Ensures each vehicle had appropriate work order and authorization
35) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
36) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to maximize efficiencies within the department while achieving optimum sales, customer satisfactionand remaining within predetermined budgetary guidelines.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffInsurance InstitutionsSuppliersAppraisersGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid driver's license
2) Experience required: previous body shop.automotive managementexperience
3) Qualifications:
a) Expert knowledge of: Collision and uni-body construction
b) Working exposure to: Paint systems, production
Body Shop Manager (Continued) Page 4
c) Specials skills and abilities: People SkillsOrganizationAttention to DetailBondableGood ListenerAnalyticalTenacityInitiativeCommunicationSales Oriented
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:30 p.m. Monday - Thursday8:00 a. m. - 5:00 p.m. Friday
(May be required to work overtime)
______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Assistant Body Shop Manager
Department: Body Shop Department
Division/Area: Body Shop
Reports To: Body Shop Manager
Posts Supervised: Paint and Body Departmental Staff______________________________________________________________________________
(2) Basic Function: To assists in the basic and efficient organization and running of the department through the supervision of staff in order to achieve department and corporate objectives.
______________________________________________________________________________
(3) Major Duties:
1) Meets with each employee assigning work at commencement of each day
2) Revises production schedule throughout the day with new work orders as required
3) Orders all necessary parts/materials to maintain appropriate inventory levels
4) Records all ordered parts on work orders
5) Reviews daily production schedule with Shop Foreman
6) Pays appropriate time tickets upon job completion
7) Verifies all inventory (units in dollars) at month's end on inventory sheet
8) Prices all warranty work
9) Appraises and estimates collision and rust damage
10) Prepares estimates using Mitchell Manuals
11) Records production daily on shop production board
12) Prepares production schedule at days end for forthcoming day
Assistant Body Shop Manager (Continued) Page 2
13) Greets customers and handles complaints
14) Determines work schedule and any necessary overtime
15) Prepares and maintains vacation schedules
16) Assists in estimating follow-ups
17) Monitors the performance and attitude of his/her staff
18) Assists in interviewing, hiring, supervising and training staff
19) Ensures superior quality standards are maintained on a consistent basis
20) Monitors and controls the cleanliness of the department
21) Develops and maintains appropriate equipment
22) Co-ordinates all outside sublet work
23) Verifies all prices are matched with estimates
24) Logs and books all appointments
25) Unlocks and opens shop for business each day
26) Verifies all purchases and matches with purchase orders
27) Delivers all vehicles, handling payment, etc.
28) Maintains and controls all cash/credit receipts
29) Prepares all month end closings
30) Deals with insurance companies
31) Verifies all required parts are available prior to commencing job
32) Performs annual reviews
33) Arranges for vehicle pick-up from competitive body shops as necessary
34) ensures all promised dates are met
Assistant Body Shop Manager (Continued) Page 3
35) Attends training/seminars when required
36) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
37) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to develop and supervise the staff underhis/her jurisdiction in order to achieve department objectives whileremaining within appropriate budgetary constraints.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliersInsurance CompaniesAppraisersGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid driver's license,Licensed Body/Paint I-Car programshelpful
2) Experience required: previous dealership experience
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: personnel management, systems andproduction
Assistant Body Shop Manager (Continued) Page 4
c) Specials skills and abilities: People SkillsOrganizationCommunicationInitiativeAmbitionSelf MotivatorAttention to DetailBondable
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:30 p.m. Monday - Thursday8:00 a.m. - 5:00 p.m. Friday
(May be required to work overtime)______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Shop Foreman
Department: Body Shop Department
Division/Area: Body Shop
Reports To: Assistant Body Shop Manager
Posts Supervised: Paint and Body Shop Department Staff______________________________________________________________________________
(2) Basic Function: To assist in the basic and efficient organization and runningof the department through supervision of staff in order toachieve department and corporate objectives. Performs allestimating functions.
______________________________________________________________________________
(3) Major Duties:
1) Meets with each employee, assigning work at commencement of each day
2) Revises production schedule throughout the day with new work orders as required
3) Orders all necessary parts/materials to maintain appropriate inventory levels
4) Issues a work order for each and every vehicle
5) Prices warranty work
6) Appraises and estimates collision and rust damage
7) Prepares estimates using Mitchell Manuals
8) Monitors production daily on shop production board
9) Greets customers in a friendly, courteous manner
10) Determines work schedule and any necessary overtime
11) Ensures all keys are removed from vehicles and are properly secured at days end
Shop Foreman (Continued) Page 2
12) Monitors the performance and attitude of his/her staff
13) Assists in interviewing, hiring, supervising and straining staff
14) Ensures superior quality control standards are maintained on a consistent basis
15) Monitors and controls the cleanliness of the department
16) Develops and maintains appropriate equipment
17) Co-ordinates all outside sublet work
18) Unlocks and opens shop for business each day
19) Delivers and inspects vehicles when required
20) Delivers and inspects vehicles when required
21) Performs frequent job spot checks visually throughout the day
22) Co-ordinates all jobs between Paint and Body shop
23) Performs annual reviews
24) Attends trianing/seminars as required
25) Wears safety protective gear as required
26) Knows, understands and applies municipal, provincial and federal legislation as itpertains to the dealership
27) Ensures all safety policy and procedures in accordance with IAPA, WHIMS ancompany are strictly adhered to
28) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to deal with all insurance appraisers withoutauthorizing any discounts..
Shop Foreman (Continued) Page 3
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffInsurance CompaniesSuppliersGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid driver's license,Licensed Body/Paint I-Car programshelpful
2) Experience required: Body Shop Experience
3) Qualifications:
a) Expert knowledge of: Estimating
b) Working exposure to: N/A
c) Specials skills and abilities: People SkillsCommunicationOrganizationInitiativeAmbitionSelf MotivationBondableAttention to Detail
______________________________________________________________________________
Shop Foreman (Continued) Page 4
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:30 p.m. Monday - Thursday8:00 a.m. - 5:00 p.m. Friday
(May be required to work overtime)______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Body Shop Technician
Department: Body Shop Department
Division/Area: Body Shop Department
Reports To: Body Shop Foreman
Posts Supervised: Body Shop Apprentices - indirectly______________________________________________________________________________
(2) Basic Function: To repair customer vehicles applying workmanship, qualityof excellent standards while exercising effective timeutilization for maximum productivity.
____________________________________________________________________________
(3) Major Duties:
1) Punches time card at start of each day only when in uniform. Punches at lunchand day's end
2) Reports to supervisor to obtain designated daily work
3) Collects vehicle and delivers to work area
4) Reviews work order notifying supervisor of any hidden damages
5) Performs all work order repairs
6) Collects required parts and verifies against appropriate work order
7) Ensures all parts installation and repairs are completed to manufacturer'sspecifications
8) Inspects all repairs, bolts on parts and alignment panels upon completion
9) Signs completion reports
10) Ensures work order number is recorded on body sheet
11) Cleans work stall and removes all unusable parts daily
Body Shop Technician (Continued) Page 2
12) Reports to supervisor for next assignment
13) Reports any/all damages or malfunctioning equipment or special tools/equipment to supervisor
14) Returns all special tools/equipment upon job completion or at days end
15) Ensures repairs consistently meet or surpass industry standards
16) Maintains clean personal appearance
17) Attends all required department meetings
18) Recoils all air lines, hoses, wires etc.
19) Supplies own tools
20) Wears safety protective gear as required
21) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
22) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to assess and repair customer vehiclesrequiring body work as determined on the work order.
Relationships with: Service Management and StaffBody Shop Management and StaffParts Management and StaffAppraisersGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid driver's license,current body repair license
2) Experience required: Minimum five years collision repair shop
Body Shop Technician (Continued) Page 3
3) Qualifications:
a) Expert knowledge of: Uni-body repair equipment certificate
b) Working exposure to: N/A
c) Specials skills and abilities: Safe Driving RecordAttention to DetailInitiativeCommunicationBondableAnalytical
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Body Shop Technician Apprentice
Department: Body Shop Department
Division/Area: Body Shop
Reports To: Body Shop Foreman - directlyBody Shop Technician - indirectly
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To repair customer vehicles under the supervision of aqualified Body Shop Technician applying workmanship,quality of excellent standards while exercising effective time utilization for maximum productivity.
______________________________________________________________________________
(3) Major Duties:
1) Punches time card at start of each day only when in uniform. Punches at lunch and day's end
2) Reports to supervisor to obtain designated daily work
3) Collects vehicle and delivers to work area
4) Reviews work order with Body shop Technician for appropriate repairs
5) Performs repair as instructed by Technician or Body Shop Foreman
6) Collects required parts and verifies against appropriate work order
7) Ensures all parts installation and repairs are completed to manufacturer'sspecifications
8) Inspects all repairs, bolts on parts and alignment panels upon completion
9) Presents completion reports to Body Shop Technician or Shop Foreman forcompleted work inspection
Body Shop Technician Apprentice (Continued) Page 2
10) Ensures work order numbers recorded on body sheet
11) Cleans workstall and removes all unusable parts daily
12) Reports to Supervisor for next assignment
13) Reports any/all damaged or malfunctioning equipment or special tools/equipmentto Supervisor
14) Returns all special tools/equipmetn upon job completion or at days end
15) Ensures repair consistently meet or surpass industry standards
16) Maintains a clean, neat personal appearance
17) Attends all required department meetings
18) Recoils all air lines, hoses, wires, etc.
19) Supplies own tools
20) Wears safety protective gear as required
21) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
22) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to repair vehicles under the supervision of aqualified Body Shop Technician.
Relationships with: Service Management and StaffParts Management and StaffBody Shop Management and StaffAppraisersGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid driver's license
2) Experience required: Minimum two year collision repair shop
Body Shop Technician Apprentice (Continued) Page 3
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: BondableAttention to DetailSafe Driving RecordInitiativeCommunicationAnalytical
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Estimator
Department: Body Shop Department
Division/Area: Appraisal Area
Reports To: Body Shop Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible for the maximization of sales through accurate detailed repair estimate preparation and good customer relations.
______________________________________________________________________________
(3) Major Duties:
1) Greets customers in a friendly and professional manner
2) Prepares repair estimates accurately and efficiently
3) Provides customer with explanation of repairs required
4) Receives work authorization from insurance companies and customer beforestarting work
5) Orders parts required as per estimate
6) Prepares repair orders with customer authorization signature to proceed
7) Negotiates with insurance representatives and appraisers to establish an agreedupon compensation for repairs
8) Assists customer with warranty related problems requiring Manufacturer warrantycoverage
9) Follows-up on all work in progress as required
10) Follows appropriate rack rotation of jobs according to Control Tower Operatorsdesignation
Estimator (Continued) Page 2
11) Completes follow-up calls on previously written estimates for increased sales
12) Ensures completion of job he/she estimates
13) Ensures repairs have been completed in accordance to repair work order andquality inspects each vehicle
14) Reviews completed work with customer at time of pick-up
15) Attends training/seminars as required
16) Attends department meetings as required
17) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
18) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to prepare all estimates for customers and toaccurately reflect the expensive expense repair completion. Mayrefuse release of vehicle if quality of repair is substandard.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffParts Management and StaffBody Shop Management and StaffAdministration Management and StaffCustomersSuppliersInsurance CompaniesGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Body Shop repair or Estimating
3) Qualifications:
a) Expert knowledge of: Current Vehicle Repair procedures
Estimator (Continued) Page 3
b) Working exposure to: Body Shop Environments
c) Specials skills and abilities: BondableWorks well under pressureCommunicationPatienceBasic MathAnalyticalAttention to DetailPeople Skills
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday7:30 a.m. - 6:00 p.m. Friday
Hours worked on a rotation basis
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Paint Preper
Department: Body Shop Department
Division/Area: Paint Shop
Reports To: Body Shop Foreman
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To prepare the vehicle for painting and ensure the efficientuse of time and materials to achieve maximum qualityworkmanship and cost efficiency.
______________________________________________________________________________
(3) Major Duties:
1) Punches time card at start of each day only when in uniform. Punches at lunch and day's end
2) Reports to Supervisor to obtain designated daily work
3) Moves vehicle to preparation area
4) Performs a dewax of area to be repaired
5) Removes appropriate emblems
6) Masks outline of repair area
7) Finishes body repair area
8) Primes and putties repair area
9) Hand sands with appropriate finishing papers
10) Removes vehicle from stall
11) Cleans stall
Paint Preper (Continued) Page 2
12) Reports to Supervisor for next assignment
13) Records work order number on appropriate form upon each job completion
14) Maintains workstation in a clean and neat fashion
15) Spot paints as required
16) Wears dust and particle mask when required
17) Returns work orders to Supervisor upon job completion or days end
18) Removes all masking paper and tape after painting
19) Assists Paint Technician in final preparation for painting
20) Removes all/any overspray
21) Maintains and oils all tools as necessary
22) Recoils all hoses, wires etc.
23) Wears safety protective gear as required
24) Notifies the Detain Person when vehicle is completed
25) Delivers vehicle to clean-up area
26) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
27) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to prepare/finish vehicles as required.
Relationships with: Body Shop Management and Staff______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid driver's license
2) Experience required: Previous paint preparation required
Paint Preper (Continued) Page 3
3) Qualifications:
a) Expert knowledge of: Paint preparation
b) Working exposure to: vehicle refinishing
c) Specials skills and abilities: Safe Driving RecordAttention to DetailInitiativeCommunicationBondable
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Paint Technician
Department: Body Shop Department
Division/Area: Paint Shop
Reports To: Body Shop Foreman
Posts Supervised: Paint Prepers - indirectly______________________________________________________________________________
(2) Basic Function: To restore the required vehicle body area to match theoriginal paint finish while maximizing efficient use of timeand materials to achieve quality excellence in workmanshipat the most economic cost.
______________________________________________________________________________
(3) Major Duties:
1) Punches time card at start of each day only when in uniform. Punches at lunch and day's end
2) Reports to Supervisor to obtain designated daily work
3) Brings vehicle to paint area
4) Verifies all masking and preparation area is properly prepared
5) Dewaxes prepared area
6) Mixes paint and verifies a perfect match
7) Determines area to be sprayed, blending when and where necessary
8) Sprays required area
9) Bakes for required time period
10) Records work order number of completed job
11) Reports to Supervisor for next assignment
Paint Technician (Continued) Page 2
12) Maintains area in a safe, clean and neat appearance
13) Ensures all flammable materials are returned to designated areas
14) Maintains a clean and neat personal appearance
15) Refrains from smoking in paint/flammable material areas
16) Maintains safety equipment in good functional order
17) Reports any malfunction/damage of equipment or tools
18) Wears appropriate respiratory apparatus when required
19) Polishes paint finishes as required
20) Returns all work order to Supervisor at day's end or upon job completion
21) Installs protective covers when required
22) Cleans any/all overspray on vehicles
23) Maintains spray booths at factory specifications
24) Maintains spray booths to optimum cleanliness standards
25) Updates paint production board after each job completed
26) Maintains clean spray guns in order to achieve maximum efficiency
27) Attends all Manufacturer's training seminars when required
28) Reviews all Paint/related bulletins on a regular basis
29) Acknowledges types of paints, ensuring appropriate applications
30) Wears safety protective gear as required
31) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
32) Performs other related duties________________________________________________________________________
Paint Technician (Continued) Page 3
(4) Authority: Is given the authority to restore the customers vehicle paint finish to original quality while exercising superior workmanship standards.
Relationships with: Body Shop Management and Staff______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid driver's license
2) Experience required: Minimum five years vehicle painterexperience
3) Qualifications:
a) Expert knowledge of: Colour matching and application, aware of all body shop warranties (comebacks)
b) Working exposure to: Understanding of paint chemistry,application, previous preparation experience
c) Specials skills and abilities: Attention to DetailOrganizationalInitiativeCommunicationBondable
______________________________________________________________________________
Paint Technician (Continued) Page 4
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Body Shop Clerk
Department: Body Shop Department
Division/Area: Body Shop
Reports To: Assistant Body Shop Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To greet customers, obtaining work requirements andpayment in an efficient and courteous fashion, by acting as a corporate ambassador..
______________________________________________________________________________
(3) Major Duties:
1) Punches time card at start and completion of each day and lunch hour
2) Reports at 8:00 a.m. sharp to desk area for work commencement
3) Retrieves appropriate work orders and obtains customer signature on same
4) Directs customer to daily rental or shuttle bus
5) Closes work orders assuring all details are complete; i.e., labour costs, reconcilingparts invoiced to work order
6) Files hard and soft copies daily
7) Delivers all soft copies to administration department
8) Books appointments with the co-ordination of the Assistant Body Shop Manager
9) Notifies customers of any additions or delays
10) Collects cash and reconciles with appropriate work order
11) Ensures all appropriate forms are signed by customers at time of release of vehicle
Body Shop Clerk (Continued) Page 2
12) Invoices insurance companies
13) Maintains workstation in a clean and orderly appearance
14) Determines inventory code is on all invoices
15) Stamps and files invoices in appropriate administration office
16) Handles all telephone enquiries promptly and courteously
17) Performs all photocopying
18) Maintains ledgers on a daily basis
19) Performs typing as required
20) Receipts all monies daily; i.e., cash, cheques, charge slips
21) Completes daily operating cost form, ensuring all monies balance
22) Delivers personally daily operating cost form and monies to Office Manager by10:00 a.m. each day
23) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
24) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to handle cash and deal with customerrequirements.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffParts Management and StaffBody Shop Management and StaffAdministration Management and StaffSuppliersGeneral Public
______________________________________________________________________________
Body Shop Clerk (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Grade 12, valid driver's license
2) Experience required: Previous bank teller or related experiencehelpful
3) Qualifications:
a) Expert knowledge of: Customer relations
b) Working exposure to: Auto technical knowledge helpful
c) Specials skills and abilities: People SkillsCommunicationOrganizationBondableInitiativeAttention to DetailPunctuality
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:30 p.m. Monday - Thursday8:00 a.m. - 5:00 p.m. Friday
(May be required to work overtime)______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Detail Person
Department: Body Shop Department
Division/Area: Clean-Up Area
Reports To: Body Shop Foreman
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To inspect paint finish and ensure that vehicles are properlyprepared for delivery to appropriate areas.
______________________________________________________________________________
(3) Major Duties:
1) Punches time card at start of each day only when in uniform. Punches at lunch and days end.
2) Reports to Supervisor to obtain designated daily work
3) Moves vehicles to appropriate areas for body work or clean-up
4) Reports to clean-up station
5) Inspects paint for completion
6) Removes masking paper from vehicles not requiring re-painting
7) Vacuums interior
8) Washes ash trays
9) cleans all interior and windows
10) Cleans exterior glass
11) Checks work order for moulding and stripes
12) Cleans tires and white walls
Detail Person (Continued) Page 2
13) Replaces emblems and badges
14) Signs inspection sheet
15) Places vehicle in designated areas
16) Returns key to keyboard
17) Maintains detail area in clean, neat appearance
18) Checks in all ordered parts
19) Matches all received parts to appropriate work orders
20) Distributes parts to Body Technicians
21) Ensures all parts to be returned are delivered to Parts Department
22) Ensures all appropriate credits for returned parts are received
23) Assists Body Shop staff as required
24) Wear safety protective gear as required
25) Attends department meetings when required
26) Returns work orders to Supervisor at days end or job completion
27) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
28) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to inspect completed jobs prior to deliveringvehicles to appropriate area. Handles incoming parts and returns.
Relationships with: Body Shop Management and StaffParts Management and StaffGeneral Public
______________________________________________________________________________
Detail Person (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Grade 12, valid driver's license
2) Experience required: N/A
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Mechanical and Technical backgroundhelpful
c) Specials skills and abilities: BondableSafe Driving RecordAttention to DetailInitiativeCommunication
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:30 p.m. Monday - Thursday8:00 a.m. - 5:00 p.m. Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Lot Attendant
Department: Body Shop Department
Division/Area: Body Shop Lot
Reports To: Body Shop Foreman
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: To maintain Body Shop lot in a clean, neat and orderlyappearance at all times.
_____________________________________________________________________________
(3) Major Duties:
1) Punches time card at commencement of each day only when in uniform. Punchesat lunch and day's end
2) Reports to Supervisor to obtain designated daily work
3) Removes vehicles to appropriate areas for body work or clean-up
4) Reports to clean-up station
5) Inspects paint for completion
6) Removes masking paper from vehicles not requiring re-painting
7) Vacuums interior
8) Washes ash trays
9) Cleans all interior and windows
10) Cleans exterior glass
11) Cleans all exteriors
12) Checks work order for moulding and stripes
Lot Attendant (Continued) Page 2
13) Cleans tires and white walls
14) Replaces emblems and badges
15) Signs inspection sheet
16) Places vehicle in customer pick-up
17) Returns key to keyboard
18) Maintains detail area in clean, neat appearance
19) Attends department meetings when required
20) Maintains lot in a clean, neat presentable appearance
21) Sweeps shop floor at each day's end
22) Maintains vehicles in appropriate designated areas
23) Drives customers home when required
24) Ensures entrances are cleaned and free of ice and snow
25) Assists in the handling parts as required
26) Maintains keyboard accurately
27) Reports all lot damage to Supervisor
28) Reports any malfunctions of vehicles to Supervisor
29) Checks completed vehicles to ensure proper functioning of headlights, high and low beams, work directional signals, break lights, wipers and seats
30) Inserts plastic seat covers and floor mats upon customer arrival
31) Wears safety protective gear as required
32) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
33) Performs other related duties______________________________________________________________________________
Lot Attendant (Continued) Page 3
(4) Authority: Is given the authority to maintain Body shop car lot in a clean andpresentable appearance.
Relationships with: Sales Management and StaffBody Shop Management and StaffGeneral Public
______________________________________________________________________________(5) Job Requirements:
1) Level of Education: Grade 12, valid driver's license
2) Experience required: Safe Driving Record
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: Good DriverAttention to DetailInitiativeCommunicationBondable
______________________________________________________________________________(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday(May be required to work overtime)Uniform Required
______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
PARTS
Parts ManagerAssistant Parts ManagerTechnician CounterFront Counter PersonParts ClerkShipper/ReceiverParts Department Driver
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Parts Manager
Department: Parts Department
Division/Area: Departmental
Reports To: Service Director
Posts Supervised: Parts Department Staff______________________________________________________________________________
(2) Basic Function: To maximize profits through efficient use of staff, space,equipment and inventory control while remaining withinestablished budgetary guidelines.
__________________________________________________________________________
(3) Major Duties:
1) Selects, trains and supervises departmental staff
2) Determines nature and extent of dealership's parts and accessory market
3) Prepares monthly parts and accessory internal sales objectives
4) Determines and assigns team and individual sales goals
5) Develops promotion and point of sale aids
6) Supervises and approves purchase and stock orders
7) Supervises and approves purchase and stock orders
8) Conducts market surveys through internal/external sources and othermanufacturer's dealers
9) Verifies and approves regular pay time cards and overtime
10) Verifies inventory receipts registered to parts invoices daily
11) Conducts departmental walk daily
Parts Manager (Continued) Page 2
12) Recommends employee promotions and training courses
13) conducts employee annual reviews
14) Monitors and reports on obsolescence, inventory trends, zero stock, zero balanceguide, special order parts and weekly sales.
15) Designs employee work schedules on a regular basis
16) Determines and implements customer department policies and procedures
l7) Maintains current accessible storage of parts information bulletin and statement
18) Evaluates sales invoices, write-up repair orders and pricing policies
19) Determines department expense budget
20) Approves all requisitions for materials and expenses not resold on repair order orsales orders
21) Develops and administers parts department policies and procedures for inventorycontrol and pricing
22) Supervises maintenance of parts department facilities, equipment and vehicles
23) Conducts regular monthly meetings
24) Monitors all delegated functions
25) Attends regular department head meetings
26) Identifies new areas for growth development for maximization of efficient workflow and expense controls
27) Ensures all staff arrive punctually
28) Ensures daily parts ordered has arrived
29) Ensures all computer equipment is functional
30) Co-ordinates campaign parts and recall with service department
31) Knows, understands and applies municipal, provincial and federal legislation as itpertains to the dealership
Parts Manager (Continued) Page 3
32) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
33) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to maintain & purchase the necessary parts tomaximize departmental efficiencies cost effectively, control ofdetermining budgets, hiring & terminating employees is extended.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffWholesalersSuppliersGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, Post-Secondary helpful
2) Experience required: Manufacturer's parts department
3) Qualifications:
a) Expert knowledge of: Manufacturer's parts policies & procedures, competitive activity, accounting,computers
b) Working exposure to: Budgeting, cost accounting, forecasting,parts sales training
c) Specials skills and abilities: Personnel ManagementCommunicationOrganizationSalesInventory SystemsBondablePatienceDiplomacy
Attention to Detail
Parts Manager (Continued) Page 4
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Assistant Parts Manager
Department: Parts Department
Division/Area: Departmental
Reports To: parts Manager
Posts Supervised: Counterman, Shipper/Receiver, Driver, Clerk______________________________________________________________________________
(2) Basic Function: To assist Parts Manager and supervise the efficient workflow within the department. Administers policies andprocedures. May authorize purchase requisitions to amaximum of $2,500.00.
_____________________________________________________________________________
(3) Major Duties:
1) Circulates throughout work station to supervise all appropriate policies and ensureprocedures are maintained
2) Supervises employee work schedules and training programs
3) Reviews and understands parts price changes availability and frequency of demand
4) Controls obsolete inventory to gain factory rebates
5) Supervises weekly stock orders from Manufacturer
6) Co-ordinates all special order parts for tie-up daily with Service Consultants
7) Verifies staff complement and substitutes when necessary or when short staffed
8) Verifies delivery sheets are properly completed and signed daily
9) Monitors delivery sheets for driver pick-up and delivery
10) Supervises cash receipts at day's end
11) Supervises daily orders on D.C.S.
Assistant Parts Manager (Continued) Page 2
12) Prepares month end sales trends and inventory investment trend reports
13) Completes Manufacturer's 'P83' reports for parts errors
14) Prepares stock orders as necessary
15) Prepares forecasting of inventory requirements
16) Assists in selection, training and supervision of departmental staff
17) Ensures appropriate maintenance of departmental facilities, equipment and vehicles
18) Assists in conducting regular department meetings
` 19) Knows, understands and applies all municipal, provincial and federal legislation as it pertains to the dealership
20) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
21) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to purchase equipment or parts. Authorityregarding supervision, training, rewarding and reprimanding isgranted.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffWholesalersSuppliersGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Previous parts or automotive parts
Assistant Parts Manager (Continued) Page 3
3) Qualifications:
a) Expert knowledge of: Manufacturer's parts
b) Working exposure to: Computers, inventory control systems
c) Specials skills and abilities: BondableMathematicsForecastingCommunicationPeople Skills
______________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Technician Counter
Department: Parts Department
Division/Area: Parts Department
Reports To: Assistant Parts Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Responsible for Servicing Dealerships technicians partsrequirements.
_____________________________________________________________________________
(3) Major Duties:
1) Ensures all parts are invoiced to appropriate service, new vehicle and used vehiclerepair orders
2) Ensures all special order tie-up parts are accurately entered on appropriate partsslips
3) Serves customers in a courteous, helpful and professional manner
4) Assists in working with service department to expedite handling of price quotes and sales for pre-picking
5) Assists in issuing and charging all parts against appropriate work orders/requisitions for accurate inventory control
6) Assists in verifying transcribing and coding all repair order for accuracy andlegibility
7) Maintains clean and orderly work areas and equipment
8) Prepares recommended list of new parts to be stocked as required
9) Controls daily parts ordered for service department
10) Verifies security and lock up at day's end as required
Technician Counter (Continued) Page 2
11) Prepares zero on hand report at day's end
12) Ensures all computer equipment is functional
13) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
14) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to handle all internal parts orders for servicedepartment.
Relationships with: Service Management and StaffParts Management and Staff
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Manufacturer's parts
3) Qualifications:
a) Expert knowledge of: Manufacturer's parts
b) Working exposure to: Computer, inventory control system, retailsales helpful
c) Specials skills and abilities: BondablePeople SkillsBasic MathAttention to DetailInitiative
______________________________________________________________________________
Technician Counter (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:30 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Front Counter Person
Department: Parts Department
Division/Area: Front Counter
Reports To: Assistant Parts Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Responsible for servicing all retail/wholesale andDealership's customers.
_____________________________________________________________________________
(3) Major Duties:
1) Handles all telephone parts orders for pick-up and delivery
2) Obtains either a deposit (or full payment on non-returnable items) on all retailorders
3) Obtains customer signature for all charge accounts
4) Receipts cash customer invoices and places cash in cash drawer
5) Picks invoices and place in appropriate bins all wholesale telephone orders
6) Services customers in a courteous, helpful and professional manner
7) Envelopes cash at day's end when required and deposits in Manager's office
8) Follows Dealership's policies and procedures in conjunction with inventorycontrol systems
9) Prepares recommendation list of new parts to be stocked as required
10) Controls daily parts ordered
11) Maintains clean and orderly work areas and equipment
12) Ensures security and lock up at day's end as required
Front Counter Person (Continued) Page 2
13) Prepares zero on hand reports immediately upon parts verification
14) Ensures all computer equipment is functional for daily activity
15) Prices body shop parts, estimates and order necessary parts
16) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
17) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to handle telephone sales, retail sales andcollect customer payment.
Relationships with: Sales Management and StaffBody Shop Management and StaffParts Management and StaffService ConsultantsGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Manufacturer's Parts
3) Qualifications:
a) Expert knowledge of: Manufacturer's Parts
b) Working exposure to: Computer, inventory control systems,retail sales helpful
c) Specials skills and abilities: People SkillsBasic MathInitiativeAttention to DetailBondable
______________________________________________________________________________
Assistant Parts Manager (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:30 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Parts Clerk
Department: Parts Department
Division/Area: Parts Department
Reports To: Assistant Parts Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Is responsible to monitor and control the daily flow ofpaper communication and to control and maintain current inventory data.
_____________________________________________________________________________
(3) Major Duties:
1) Sorts and collates all paper communication documents from prior day
2) Verifies all prior days records against daily log
3) Enters all pertinent information onto internal computer
4) Follows-up on any discrepancies, adjusting daily log as required
5) Maintains a close working relationship with parts counter people and partsmanagement in order to ratify any discrepancies
6) Reports all repetitive problems to Parts Manager for ratification
7) Files all documentation daily
8) Purifies files on a regular basis
9) Files all Manufacturer's reference paper work; i.e. packing slips, bills of lading, etc.
10) Sources and prints all daily reports
11) Verifies all Manufacturer's packing slips to invoices
Parts Clerk (Continued) Page 2
12) Reports on appropriate forms any/all discrepancies and mails a copy toManufacturer
13) Verifies all purchase orders against invoices
14) Stamps all invoice packaging slips daily
15) Answers telephone enquiries in a prompt and courteous manner
16) Maintains and revises inventory computer system as required
17) Attends department meetings as required
18) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
19) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to efficiently maintain departmental documents in order to achieve maximum efficiency levels.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffManufacturerSuppliers
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Data Entry, Typing, Basic Accounting
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/Al
Parts Clerk (Continued) Page 3
c) Specials skills and abilities: BondableAccuracy in Typing/Data EntryAttention to DetailInitiativeCommunicationPleasant Personality
____________________________________________________________________________
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:30 p.m. Monday - Friday
(May be required to work overtime)______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Shipper/Receiver
Department: Parts Department
Division/Area: Shipping/Receiving
Reports To: Assistant Parts Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Responsible for the receiving and shipping area and allordered parts or equipment etc. in a prompt efficientmanner. Maintains a helpful and courteous image for allpersonnel..
_____________________________________________________________________________
(3) Major Duties:
1) Punches time card at start and completion of each day and at lunch hour
2) Receives all deliveries, verifying bills of lading against pieces received
3) Notes all delivery shortages on appropriate form
4) Verifies actual pieces to packing slip charges
5) Distributes and locates parts into bins for collection
6) Distributes S.P.O. (special parts orders) to the employees who have ordered them
7) Receipts and shelves all stock orders or returns in inventory system
8) Determines location for new stock items and labels bin
9) Implements all returns to Manufacturer and other suppliers
10) Implements proper order and follow-up system for parts special and comebackorders
11) Scraps all authorized replaced warranty parts on a monthly basis
Shipper/Receiver (Continued) Page 2
12) Prepares and implements all outgoing shipments
13) Cleans and re-stocks all areas
14) Ensures shipping and receiving doors are closed and locked at day's end
15) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
16) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to ship and receive parts as required.
Relationships with: Service Management and StaffBody Shop Management and StaffParts Management and StaffSuppliersGeneral Public
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Previous experience helpful
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Computers, inventory systems
c) Specials skills and abilities: People skillsGood Physical ConditionInitiativeBondableAttention to Detail
______________________________________________________________________________
Shipper/Receiver (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________
JOB DESCRIPTION______________________________________________________________________________
(1) Approved Job Title: Parts Department Driver
Department: Parts Department
Division/Area: Pick-up and Delivery
Reports To: Assistant Parts Manager
Posts Supervised: N/A______________________________________________________________________________
(2) Basic Function: Responsible for prompt and efficient delivery and pick-upof parts orders.
______________________________________________________________________________
(3) Major Duties:
1) Maintains a clean, professional appearance at all times in company supplieduniform
2) Obtains approval for road stops, including lunches
3) Ensures the delivery truck is washed and cleaned either at start or completion ofeach day
4) Ensures truck maintenance is conducted when applicable; i.e., oil changes, lubejobs, tires and daily gas fill up
5) Establishes all invoices on delivery sheets clearly marking cash or charge
6) Formulates delivery orders against delivery sheet in sequence and then loads truck
7) Picks up and/or delivers parts to wholesale accounts, Manufacturer, Dealership and other auto dealers
8) Ensures all delivery sheets are signed by all charge customers
9) Provides each customer with a copy of the invoice and parks and initialscustomer copy "paid"
Parts Department Driver (Continued) Page 2
10) Verifies invoice parts number to actual parts and delivers any counter orders toordering counterman
11) Balances cash against cash receipt invoices daily and is responsible for any shortfall
12) Maintains driver bin in a clean and orderly fashion
13) Assists Shipper/Receiver
14) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
15) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to collect customer payment in cash orcheque.
Relationships with: Service Management and StaffBody Shop Management and StaffParts Management and StaffWholesale Customers
______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid driver's license
2) Experience required: Knowledge of wholesale locations within the community
3) Qualifications:
a) Expert knowledge of: Safe driving record
b) Working exposure to: Basic math
c) Specials skills and abilities: People SkillsGood Physical ConditionBondable
______________________________________________________________________________
Parts Driver (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Hours of Work: 8:00 a.m. - 5:00 p.m. Monday - Friday
(May be required to work overtime)
Uniform Required______________________________________________________________________________
7) Date: _______________________ Incumbent: __________________________
Approved by:_________________________