• Like

Dealership job descriptions1

  • 507 views
Uploaded on

 

More in: Business , Technology
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Be the first to comment
    Be the first to like this
No Downloads

Views

Total Views
507
On Slideshare
0
From Embeds
0
Number of Embeds
0

Actions

Shares
Downloads
32
Comments
0
Likes
0

Embeds 0

No embeds

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
    No notes for slide

Transcript

  • 1. ADMINISTRATIONVice-President, General ManagerSecretary TreasurerOffice ManagerAccounts Receivable ClerkAccounts PayableLicense Clerk ILicense Clerk IIPayroll ClerkAdministration ClerkFile ClerkData Entry ClerkSwitchboard/ReceptionistPart-Time Switchboard/ReceptionistNew/Used Vehicle Sales ClerksSALESSenior 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 -2-
  • 2. LEASINGLease ManagerAssistant Lease ManagerLease RepresentativeSenior Leasing Accounting ClerkLeasing ClerkSERVICEService 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 -3-
  • 3. P.D.I.P.D.I. ManagerP.D.I. CoordinatorP.D.I. TechnicianRustProoferDetail ForemanDetail PersonVehicle Preparation AttendantBODY SHOPBody Shop ManagerAssistant Body Shop ManagerShop ForemanBody Shop TechnicianBody Shop Technician ApprenticeEstimatorPaint PreperPaint TechnicianBody Shop ClerkDetail PersonLot AttendantPARTSParts ManagerAssistant Parts ManagerTechnician CounterFront Counter PersonParts ClerkShipper/ReceiverParts Department Driver
  • 4. ADMINISTRATION
  • 5. ADMINISTRATIONVice-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
  • 6. 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 effective overall corporate operations, ensuring each department meets or exceeds sales objectives while maximizing profitability, remaining within predetermined budgetary guidelines. Ensures all staff members are dedicated to achieve maximum customer satisfaction.______________________________________________________________________________(3) Major Duties: 1) Establishes and recommends corporate and departmental budgetary objectives both 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 for attaining increased customer satisfaction and growth, employee productivity and 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
  • 7. 8) Supervises the performance of all contracts and/or agreements, ensuring all conditions are fulfilledVice-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 Manufacturers Management 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 Manufacturers dealership organizations, community business organizations, etc. 15) Handles personally all difficult dissatisfied customers 16) Maintains current knowledge of Canadian legislation as it affects the auto industry or dealership directly 17) Develops and completes both annual and three year plans no later than four weeks prior 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 progress and results 22) Arranges a minimum of two hours of undisturbed time weekly for planning and strategy development 23) Ensures the dealership conforms to all municipal, provincial, federal and any regulatory organization regulations 24) Analyses salary and market surveys 25) Approves and supervises all advertising or promotional programs
  • 8. 26) Ensures entire dealership premises are clean, neat and presentable at all timesVice-President, General Manager (Continued) Page 3 27) Takes an individual interest in each employee, ensuring to call them by name and speak 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 Manufacturers 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 it pertains to employees and dealership 37) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to plan, organize, direct and control the day-to-day operations of the dealership. May have signing authority as a corporate officer. Relationships with: President All Departments Suppliers Governmental Agents Industry Organizations Financial and Legal Institutions Local Business Organizations General Public
  • 9. Vice-President, General Manager (Continued) Page 4(5) Job Requirements: 1) Level of Education: Post Secondary/Univiersity Majoring in Business Administration 2) Experience required: Manufacturers Dealership Departmental Management helpful 3) Qualifications: a) Expert knowledge of: All facets of accounting and vehicular business practices, A.P.B., Predictive Index testing and Manufacturers policies and procedures b) Working exposure to: Finance, Computer Systems c) Specials skills and abilities:Personnel Management Communication Logic Planning Organization Analytical Accounting Interpretation Time Management Patience Bondable Good Listener______________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________
  • 10. ________________________________________________________________________ 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:_________________________
  • 11. 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 accounting practices and procedures for maximum profitability and cost-efficiencies within his/her department while supervising all accounting functions and staff.______________________________________________________________________________(3) Major Duties: 1) Monitors the supervision of payroll, accounts payable, accounts receivable and sales/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
  • 12. 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 reconciliations - 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 monthly and year-to-date basis for gross margin deviations 12) Monitors vehicles and parts inventories for increased cost efficiencies and profitability 13) Designs accounting policies and procedures for all departments 14) Receives department forecasts monthly 10 days prior to forecasted month commencement; 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
  • 13. 22) Negotiates employee benefit programs 23) Negotiates dealership garage policiesSecretary Treasurer (Continued) Page 3 24) Grooms a replacement 25) Knows, understands and applies municipal, provincial and federal legislation as it pertains to the dealership 26) Completes Manufacturers 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 by department 33) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 34) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to approve all capital expenditures. Maintain and develop accounting procedures. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Government Suppliers General Public
  • 14. 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,Manufacturers accounting systems c) Specials skills and abilities:Staff Management Communications Organization Analytical Bondable Attention to Detail Decisive Delegation Motivation____________________________________________________________________________(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: __________________________
  • 15. Approved by:_________________________
  • 16. 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 procedures are conducted within each area under his/her direct responsibility 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 Protection Plan, 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 procedures for improved efficiencies either within the department or in conjunction with other departments. 9) Participates in regular monthly department meetings
  • 17. 10) Performs annual reviews 11) Monitors and prepares days receivable schedule on a monthly basisOffice Manager (Continued) Page 2 12) Assists Manufacturers and dealer association salary surveys 13) Relieves Secretary Treasurer in his/her absence 14) Work in conjunction with the Secretary Treasurer to determine methods and procedures 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 direct supervision 29) Consults with individual department heads to assist in problem-solving
  • 18. 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 reconciliations - 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 it pertains to the dealership 33) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company 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 underhis/her control are efficiently and accurately administered.. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Suppliers General Public______________________________________________________________________________(5) Job Requirements:
  • 19. 1) Level of Education: Grade 12, plus post-secondary 2) Experience required: Manufacturers accounting practices and procedures helpfulOffice 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 procedures systems c) Specials skills and abilities:Office Management Communications Staff Management Payroll Knowledge Logic Patience Works Well Under Stress Bondable____________________________________________________________________________(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:_________________________
  • 20. 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, correcting when required 9) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 10) Performs other related duties
  • 21. 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 Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff General 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 Orientation Typing Patience Logic____________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________
  • 22. ________________________________________________________________________ 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:_________________________
  • 23. 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 for payment 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 accurately completed 11) Submits claims to C.P.P. and P.P.M.
  • 24. 12) Reconciles payment upon receipt 13) Types all stencilled memosAccounts 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 and company are strictly adhered to 20) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to prepare cheques for payment on outstanding amounts. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Suppliers General 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
  • 25. c) Specials skills and abilities: Bondable Mathematics Typing CommunicationAccounts Payable Clerk (Continued) Page 3 Initiative Accurate______________________________________________________________________________(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:_________________________
  • 26. 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 Licensing documentation 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 and company are strictly adhered to
  • 27. 11) Performs other related dutiesLicense Clerk 1 (Continued) Page 2(4) Authority: Is given the authority to complete all documentation for Licensing of vehicles. Relationships with: Sales Management and Staff Administration Management and Staff Government______________________________________________________________________________(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:Accuracy Organized Patience Attention to Detail Communication____________________________________________________________________________(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
  • 28. (May be required to work overtime)License Clerk 1 (Continued) Page 3(7) Date: _______________________ Incumbent: __________________________ Approved by:_________________________
  • 29. 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 are accurately 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. and factory invoice 7) Records stock numbers on each Manufacturers 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
  • 30. 13) Handles sales representatives inquires pertaining to specific clients licensingLicense Clerk II (Continued) Page 2 14) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 15) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to finalize all documentation for Licensing of vehicles.. Relationships with: Sales Management and Staff 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: Attention to Detail Organized Rapid Worker Communication____________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________
  • 31. ________________________________________________________________________ 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:_________________________
  • 32. 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
  • 33. 11) Assists in balancing T4 slips at year endPayroll 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 appropriate payroll adjustments upon approval. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Bank General Public
  • 34. 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:Bondable Communications Maintain Confidentiality Attention to Detail Accuracy Math Typing Computers Initiative Organized______________________________________________________________________________(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)
  • 35. ______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________ Approved by:_________________________
  • 36. 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 OfficeManager as required..______________________________________________________________________________(3) Major Duties: 1) Knows and understands the job description function of each non-management position 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
  • 37. 10) Ensures all employee information on computer system is current and accurate11) Attends department meetings as required
  • 38. Administration Clerk (Continued) Page 2 12) ensures all safety policy and procedures in accordance with IAPA, WHIMS and company 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 Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Financial Institutions Bank______________________________________________________________________________(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: Bondable Problem Solving Communication Analytical Works well under pressure Attention to Detail Initiative Patience Works with minimal supervision
  • 39. 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:_________________________
  • 40. 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 documentation into computer, exercising maximum efficiencies and effect time 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
  • 41. 12) Attends department meetings as requiredData Entry Clerk (Continued) Page 2 13) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 14) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to verify work order totals and costs and question Service Department for any work order discrepancies. Relationships with: Administration Management and Staff Lease Management and Staff Service Management and Staff Parts Management and Staff General 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: Bondable Basic Bookkeeping Attention to Detail Initiative Communication Diplomacy Accuracy Organized
  • 42. 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:_________________________
  • 43. 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 and company are strictly adhered to
  • 44. 12) Performs other related dutiesFile 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:Accuracy Logic Communication Patience Pleasant Personality Attention 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______________________________________________________________________________
  • 45. File Clerk (Continued) Page 3(7) Date: _______________________ Incumbent: __________________________ Approved by:_________________________
  • 46. 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, courteous manner, directing caller to appropriate receiver. Takes messages 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 recipients 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 and company are strictly adhered to 10) Performs other related duties
  • 47. 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 Staff Sales Management and Staff Service Management and Staff Body Shop management and Staff Parts Management and Staff Administration Management and Staff General 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 Voice Communication People Skills Attention to Detail Friendly Disposition Good Listener____________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
  • 48. ________________________________________________________________________________________________________________________________________________Switchboard/Receptionist (Continued) Page 3 Hours of Work: 8:30 a.m. - 4:30 p.m. Monday - Thursday 8:00 a.m. - 6:00 p.m. Friday (May be required to work overtime)______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 49. 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, courteous manner, directing caller to appropriate receiver. Takes messages 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 recipients 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 and company are strictly adhered to 10) Performs other related duties
  • 50. 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 Staff Sales Management and Staff Service Management and Staff Body Shop management and Staff Parts Management and Staff Administration Management and Staff General 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 Voice Communication People Skills Attention to Detail Friendly Disposition Good Listener____________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
  • 51. ________________________________________________________________________________________________________________________________________________Part-Time Switchboard/Receptionist (Continued) Page 3 Hours of Work: 4:30 p.m. - 10:00 p.m. Monday - Thursday 9:00 a.m. - 6:00 p.m. Saturday______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 52. 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 necessary documentation 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 on
  • 53. systemNew/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 and company 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 Staff Sales Management and Staff Service Management and Staff Body Shop management and Staff Parts Management and Staff Administration Management and Staff Other 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: Mathematics Typing Communication
  • 54. Initiative Accuracy BondableNew/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:_________________________
  • 55. SALES
  • 56. SALESSenior 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
  • 57. 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 Staff P.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, category breakdowns, 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 corrective action 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 against forecast 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
  • 58. 8) Monitors and controls the rotation of new vehicle inventory to maximize finance saving.Senior New Vehicle Manager (Continued) Page 2 9) Ensures dealer trades are negotiated favourable to Dealerships 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 order to 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 sales representatives 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
  • 59. 28) Supervises his/her department heads in establishing training programs, including product knowledge and competitive activitySenior 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 the General Manager on a regular basis 38) Designs and implements promotional programs and employee incentive programs within his/her department 39) Implements required Manufacturers factory programs 40) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company 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/her department within predetermined budgetary guidelines.. Relationships with: Sales Management and Staff Lease Management and Staff Service Management and Staff
  • 60. Body Shop management and Staff Parts Management and Staff Administration Management and Staff General PublicSenior New Vehicle Manager (Continued) Page 4(5) Job Requirements: 1) Level of Education: Grade 12, post-secondary management 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 Skills Extrovert People Skills Data Evaluation Decision Maker Initiative Attention to Detail Bondable Diplomacy Communication Delegation Ambitious Maintains Confidentiality Motivator______________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
  • 61. ________________________________________________________________________________________________________________________________________________Senior New Vehicle Manager (Continued) Page 5 Hours of Work: 9:00 a.m. - 5:00 p.m. Monday - Thursday 9:00 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:_________________________
  • 62. 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 reschedules into 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
  • 63. vehiclesBusiness 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 Manufacturers 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
  • 64. 31) Grooms a replacementBusiness Manager (Continued) Page 3 32) Recruits, hires and trains business staff 33) Knows and understands municipal, provincial and federal legislation pertaining to 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 per GMAC agreement 38) Calculates SMART lease proposals, corrects same if necessary and sets-up system for follow-up 39) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company 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 Staff Sales Management and Staff Service Management and Staff Body Shop management and Staff Parts Management and Staff Administration Management and Staff Financial Institutions Suppliers General Public____________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12
  • 65. 2) Experience required: Sales and/or finance helpfulBusiness Manager (Continued) Page 4 3) Qualifications: a) Expert knowledge of: Computers b) Working exposure to: Auto dealerships helpful c) Specials skills and abilities:Initiative Bondable organizational Attention to Detail Communication People 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 - Thursday 9:00 a.m. - 6:00 p.m. Friday - Saturday Hours worked on a rotation shift basis______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 66. 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, 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 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 and vehicle 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 appropriate documents
  • 67. 10) Contacts any clients for additional information for finance companiesAssistant 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 when required 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 when required 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 legislation as 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
  • 68. Assistant Business Manager (Continued) Page 3(4) Authority: Is given the authority to sign finance contracts and handle cash payments. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop management and Staff Parts Management and Staff Administration Management and Staff Financial Institutions Suppliers General 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 Bondable Organizational Attention to Detail Communication People Skills____________________________________________________________________________
  • 69. 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 - Thursday 9:00 a.m. - 6:00 p.m. Friday - Saturday Hours worked on a rotation shift basis______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 70. 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 customer
  • 71. satisfaction is achievedFleet 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 Manufacturers 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
  • 72. 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 and local 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-up deals with lease companies. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop management and Staff Parts Management and Staff Administration Management and Staff Lease Companies Government and Agencies General Public____________________________________________________________________________
  • 73. 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:Bondable Safe Driving Record Attention to Detail Communication organizational Presentable Appearance Energetic Enthusiastic Ability to follow-up Works with minimum supervision Patience Good Listener Pleasant Personality Team Player____________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • 74. 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:_________________________
  • 75. 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 serving and maintaining existing business at a corporate level and 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
  • 76. 12) Applies license plates and delivers vehicles when necessaryTruck 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 insurance card 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 and manufacturers 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 comprehensive sales presentations 29) Maintains a "Commitment to Excellence" average above Toronto Manufacturers zone average in each category 30) Prospects and follows-up referrals regularly
  • 77. 31) Purifies files of all un-sold clientsTruck 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 leasing policies 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 and company are strictly adhered to 40) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to negotiate with suppliers andmanufacturers, ordering required inventory. May develop and finalize all aspects of a sale.. Relationships with: Sales Management and Staff Lease Management and Staff Service Management and Staff Body Shop management and Staff Parts Management and Staff Administration Management and Staff Government Agencies General Public____________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12, valid drivers license, valid consumer and commercial motor vehicle
  • 78. dealer sales license 2) Experience required: Previous truck salesTruck 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:Bondable Communication People Skills Initiative Attention to Detail Sales Works with minimal supervision Safe Driving Record Organizational Presentable Appearance Energetic Enthusiastic Ability to follow-up Patience Good Listener Pleasant Personality Team 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 - Thursday
  • 79. 9:00 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:_________________________
  • 80. 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 dealership standards while achieving predetermined sales objectives within budgetary guidelines.______________________________________________________________________________(3) Major Duties: 1) Provides sales staff his/her undivided attention, assisting in superior selling techniques 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 to Excellence" and all dealership procedures are applied
  • 81. 11) Ensures sales representatives turn customer over to the Business Office upon each sales completionAssistant New Vehicle Manager (Continued) Page 2 12) Ensures showroom and new vehicle lot display area are maintained in a clean 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, weather permitting 15) Ensures any damage or mechanical failure to new vehicles are repaired immediately 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 Yorks Advantage 19) Ensures all policies and procedures are followed 20) Assists in forecasting monthly, quarterly and annual, new car sales year-to-date and 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 ad formats, contests and promotions 24) Assists in interviewing and hiring new sales staff 25) Assists in performing annual reviews of sales staff 26) Communicates all Manufacturers product updates to sales staff 27) Recommends and implements a training program for competitive product knowledge 28) Assists in establishing, monitoring and controlling vehicular inventory levels 29) Assists D.C.S. Operator when required
  • 82. 30) Maintains a good working relationship with other department managersAssistant New Vehicle Manager (Continued) Page 3 31) Knows, understands and applies all municipal, provincial and federal legislation as 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 ordering inventory and supervise sales staff.. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop management and Staff Parts Management and Staff Administration Management and Staff General Public____________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12, valid drivers license, valid consumer and motor vehicle dealers sales license 2) Experience required: Previous Manufacturers sales preferable 3) Qualifications: a) Expert knowledge of: Manufacturers products preferable b) Working exposure to: Basic statistics helpful, computers
  • 83. Assistant New Vehicle Manager (Continued) Page 4 c) Specials skills and abilities:Bondable Attention to Detail Communication People Skills Ambitious Maintains Confidentiality Motivator Pleasant Personality Patience Good Listener Good Closer Persuasive Energetic Presentable 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 - Thursday 9:00 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:_________________________
  • 84. 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 surpassing predetermined 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 comprehensive sales 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 Toronto Manufacturers 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
  • 85. 11) Introduces each sold client to a Business ManagerSales 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 inventory knowledge 15) Maintains a working knowledge of all products for sale including warranties, chemicals and finance plans 16) Attends Manufacturers training sessions and meetings as required 17) Maintains a working knowledge in all facets of retail leasing policies and procedures 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 business practices act, consumer protection act, competition act and any other acts as they 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 and company are strictly adhered to 27) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to complete sales transactions in accordance
  • 86. with approved corporate policies and procedures.Sales Representatives (Continued) Page 3Relationships with: Sales Management and Staff Lease Management and Staff Service Management and Staff Body Shop management and Staff Parts Management and Staff Administration Management and Staff General Public____________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12, valid consumer and commercial motor vehicle dealers sales 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:Bondable Communication People Skills Initiative Reliable Energetic Pleasant Personality Presentable Appearance Good Listener Ambitious Integrity Works with minimum supervision___________________________________________________________________________
  • 87. 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 - Thursday 9:00 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:_________________________
  • 88. 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 twice per 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
  • 89. Lot Attendant (Continued) Page 2 12) Delivers/retrieves documents to/from outside sources when required; i.e., bank, lawyer, Manufacturers, 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 New Vehicle 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 snow at all times 19) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 20) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to maintain new vehicles and lots in a clean and presentable appearance. Relationships with: Sales Management and Staff Service Management and Staff General 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
  • 90. b) Working exposure to: N/ALot Attendant (Continued) Page 3 c) Specials skills and abilities:Attention to Detail Safe Driving Record Initiative Communication Bondable Clean, Presentable Appearance Works with minimal supervision Pleasant Personality Good 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:_________________________
  • 91. 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, Used Vehicle Detail____________________________________________________________________________(2) Basic Function: Is responsible for ensuring sales staff perform to dealership standards , achieving predetermined sales objectives within budgetary guidelines.______________________________________________________________________________(3) Major Duties: 1) Assumes responsibility for truck and used vehicle department objectives and results 2) Ensures Tuesday and Saturday morning sales meetings are held with complete 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
  • 92. 10) Interviews, develops and assists low performing individualsUsed 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 and currently 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 against forecast and prior year 24) Prepares annual plan, establishing staffing patterns, gross sales, category breakdowns, cost of sale, marketing/promotional expense plus any additional expenses to the contribution margin of the profit and loss statement 25) Monitors daily the profitability of his/her department, taking prompt corrective action 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
  • 93. 29) Appraises accurately all vehicles tendered for tradeUsed 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 and company are strictly adhered to 35) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to plan, organize, direct and control his/her department within predetermined budgetary guidelines. Has authority to handle and complete all wholesale transactions. Relationships with: Sales Management and Staff Lease Management and Staff Service Management and Staff Body Shop management and Staff Parts Management and Staff Administration Management and Staff Suppliers General 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
  • 94. Used Vehicle Sales Manager (Continued) Page 4 c) Specials skills and abilities:Bondable Mechanically Inclined People Skills Initiative Attention to Detail Communication Ambitious Negotiation Skills Decisive Good Memory Good Listener Patience Works 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 - Thursday 9:00 a.m. - 6:00 p.m. Friday Hours worked on a rotation basis (May be required to work overtime)______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________
  • 95. Approved by:_________________________
  • 96. 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 versus prior 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
  • 97. 12) Organizes off desk functions for concentration on the deskAssistant 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, assisting in 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 provincial legislation as it pertains to the dealership 19) Ensures used vehicle management procedures are adhered to; i.e., turn policy, 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 ninety day cut off 26) Informs Used Vehicle Sales Manager of any vehicles which should be disposed of 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 customer satisfaction
  • 98. 30) Prepares all work orders for reconditioning of used vehicles for retail purposes.Assistant Used Vehicle Sales Manager (Continued) Page 3 31) Ensures used vehicle lot display is clean and free of debris, snow and ice as required 32) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 33) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to train and supervise reporting staff under his/her control. Relationships with: Sales Management and Staff Lease Management and Staff Service Management and Staff Body Shop management and Staff Parts Management and Staff Administration Management and Staff General 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: Bondable People Skills Personnel Management Initiative Attention to Detail Communication Ambitious
  • 99. Maintains Confidentiality Good Memory Good Listener PatienceAssistant Used Vehicle Sales Manager (Continued) Page 4 Works well under pressure Motivator Negotiator____________________________________________________________________________(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 - Thursday 9:00 a.m. - 6:00 p.m. Friday Hours worked on a rotation basis (May be required to work overtime)______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 100. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Used Vehicle Sales Representative Department: Used Vehicle Sales Division/Area: Used Vehicle Sales Reports To: Used Vehicle Manager - directly Assistant Used Vehicle Manager - indirectly Posts Supervised: N/A______________________________________________________________________________(2) Basic Function: Is responsible for consistently meeting or surpassing predetermined and mutually agreed upon corporate sales 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 warranties and chemicals 7) Prepares monthly and yearly sales and delivery forecasts 8) Prospects and follows-up referrals regularly 9) Attends Manufacturers training sessions and meetings as required 10) Maintains files on each owner sold
  • 101. 11) Purifies files of all unsold clientsUsed 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 legislation as it pertains to the dealership 19) Ensures used vehicle retail lot is neat and presentable at all times, assisting where 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 and company are strictly adhered to 26) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to complete sales transactions with prior approval. Relationships with: Sales Management and Staff Lease Management and Staff Service Management and Staff
  • 102. Body Shop management and Staff Parts Management and Staff Administration Management and Staff General PublicUsed 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:Bondable People Skills Communication Initiative Attention to Detail Good Listener Patience Persistence____________________________________________________________________________(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 - Thursday 9:00 a.m. - 6:00 p.m. Friday Hours worked on a rotation basis
  • 103. (May be required to work overtime)______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 104. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Reconditioning Technician Department: Sales Department Division/Area: used Vehicle Sales/Service Shop Reports To: Service Manager - directly Assistant 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 while exercising effective time utilization for maximum productivity.______________________________________________________________________________(3) Major Duties: 1) Reports to Control Tower to obtain designated daily work 2) Accepts work assignments only from Control Tower or used Vehicle Sales Manager 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 not recorded 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
  • 105. 9) Notifies Control Tower/Used Vehicle Sales Manager of additional work requiring authorizationReconditioning 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 Manufacturers warranty policies and procedures on all warranty work 13) Reviews all Manufacturers 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 Service Manager 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 Manufacturer or those which are consistent with acceptable repair methods approved by shop management 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 and company are strictly adhered to
  • 106. 27) Performs other related duties______________________________________________________________________________Reconditioning Technician (Continued) Page 3(4) Authority: Is given the authority to repair vehicles assigned and recommended to work required to efficient safe vehicle functioning. Relationships with: Sales Management and Staff Service Management and Staff Body Shop management and Staff Parts 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:Bondable Initiative Detail Conscious Communication Conscientious Trustworthy__________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________
  • 107. 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 47) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 108. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Used Vehicle Lot Attendant Department: Used Vehicle Sales Division/Area: Used Vehicle Lot Reports To: Used Vehicle Manager - directly Assistant 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 dusty or 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 and orderly fashion 10) Reports any irregularities and/or malfunctions of; i.e., banners, signs, light
  • 109. standards, etc. 11) Ensures all vehicle keys are returned to keyboardUsed 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 and company are strictly adhered to 17) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to ensure the efficient functioning cleanliness standards of the used vehicle lot, covering wholesale and retail as directed by his/her supervisor. Relationships with: Sales Management and Staff General 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: Bondable Communication Attention to Detail Honesty Reliability
  • 110. Works with minimal supervisionUsed 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:_________________________
  • 111. 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 greeting for all customers entering the showroom. Introduce customers by name to appropriate sales/lease representative.______________________________________________________________________________(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 to snack 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 New Vehicle Manager and Assistant New Vehicle Manager by 10:00 a.m. daily 7) Identifies sales representatives "up" rotation and notifies sales representatives of their positioning 8) Greets customers entering new vehicles areas 9) Uses appropriate form to obtain customer name and type of vehicle desired
  • 112. 10) Introduces customers to appropriate sales/lease representative 11) Enters customer and sales representatives names on white logGreeter (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" rotation system is not being followed 15) Keeps on duty Manager advised of showroom activity or sales representative shortages 16) Constantly circulates throughout showroom to ensure potential clients are greeted 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 and company 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 Staff General Public____________________________________________________________________________(5) Job Requirements:
  • 113. 1) Level of Education: Grade 12 2) Experience required: N/AGreeter (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: Bondable People Skills Communication Congenial Personality Attention to Detail Statistical Abilities Presentable Appearance Friendly Pleasant Telephone Voice Courteous(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 - Thursday 9:00 a.m. - 6:00 p.m. Friday (May be required to work overtime)______________________________________________________________________________(7) Date: _______________________ Incumbent: __________________________
  • 114. 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 greeting for all customers entering the showroom. Introduce customers by name to appropriate sales/lease representative.______________________________________________________________________________(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 to snack bar/reception area, offering refreshments 5) Greets customers entering new vehicles areas 6) Identifies sales representatives "up" rotation and notifies sales representatives of their positioning
  • 115. 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 representativesPart-Time Greeter (Continued) Page 2 12) Reports immediately to the Senior New Vehicle Manager if "up" rotation system is not being followed 13) Keeps on duty Manager advised of showroom activity or sales representative shortages 14) Constantly circulates throughout showroom to ensure potential clients are greeted immediately 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 and company 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 Staff General Public____________________________________________________________________________
  • 116. (5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: N/APart-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: Bondable People Skills Communication Congenial Personality Attention to Detail Statistical Abilities Presentable Appearance Friendly Pleasant Telephone Voice Courteous(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 - Thursday 9:00 a.m. - 6:00 p.m. Friday
  • 117. (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 Manager Office 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
  • 118. 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 dealer order 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 morningD.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 any additions 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 or deletions may be required; i.e., factory options which may be on hold
  • 119. 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 in inventory system 26) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 27) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to interact via D.C.S. with Manufacturer as requiredRelationships with: Sales Management and Staff Lease Management and Staff Administration Management and Staff ManufacturerD.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: Bondable Flexibility Attention to Detail Communication Patience Works with minimal supervision Conscientious People Skills Organizational(6) Other Information:
  • 120. 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, warranties and insurance to sold customers and obtaining predetermined sales quotas within budgetary guidelines.______________________________________________________________________________
  • 121. (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 and insurance 4) Meets with customers taking delivery for finalization and signing of appropriate documents 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 OfficeBusiness Clerk (Continued) Page 2 13) Reports to New Vehicle Manager, Secretary Treasurer, Vice-President, General Manager and President weekly number of units delivered and number of units left in 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 it pertains to the dealership
  • 122. 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 per GMAC agreement 24) Calculates SMART lease proposals, corrects same if necessary and sets-up system for follow-up 25) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 26) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to Sign finance contracts and handle cash payments.Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and StaffBusiness Clerk (Continued) Page 3 Financial Institutions General 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
  • 123. b) Working exposure to: Auto Dealership Helpful c) Specials skills and abilities: Bondable Initiative Organization Attention to Detail Communication People Skills Good Listener Patience(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 - Thursday 9:00 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:_________________________
  • 124. LEASING
  • 125. LEASINGLease ManagerAssistant Lease ManagerLease RepresentativeSenior Leasing Accounting ClerkLeasing Clerk
  • 126. 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 Department activities and staff in 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 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 and damage when necessary 7) Informs and distributes to dealership Sales Reps notification of forthcoming renewals 8) Reviews major fleet account with Fleet Manager regarding ordering, accidents, renewals and off make, etc. 9) Recruits, hires and trains departmental staff
  • 127. 10) Reviews daily and weekly Lease Representatives objected daily plan against actualLease 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 vehicle department 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 versus prior 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.
  • 128. 30) Handles all insurance claims settlements 31) Calculates buy out figures for customersLease 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 and approval of new clients, both corporate and individual.Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff General Public______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: Previous exposure to leasing, auto sales and/ or management 3) Qualifications:
  • 129. a) Expert knowledge of: Used vehicle market b) Working exposure to: Fleet administration, customer relationsLease Manager (Continued) Page 4 c) Specials skills and abilities: Bondable Communication Sales Analytical Personnel Management Attention to Detail Congenial 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 - Thursday 9:00 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:_________________________
  • 130. 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 the Leasing 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 weekly plan and against actual 8) Reviews alpha and numerical listing of commercial lease accounts for replacement vehicles 9) Attends Tuesday and Saturday morning sales meetings
  • 131. Assistant Lease Manager ( Continued) Page 2 10) Reviews any changes in manufacturers fleet rebate programs, notifying appropriate 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
  • 132. 28) Meets with Body Shop Manager weekly to review lease vehicles under repair 29) Verifies all insurance endorsements are active at time of deliveryAssistant 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 and company 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 and cleanliness, 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
  • 133. 48) Performs other related duties Monitors and controls leasing loner cars for mileage and cleanliness, etc.Assistant Lease Manager (Continued) Page 44) Authority: Is given the authority to approve new clients both corporate and individual.Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff General 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 vehicle acquisition helpful c) Specials skills and abilities:Bondable Communication Sales Motivation Analytical People Skills Patience Statistical Analysis______________________________________________________________________________Other Information: List hours of work and working conditions, if non-standard; include travel requirements,
  • 134. equipment to be operated, etc.):________________________________________________________________________________________________________________________________________________Assistant Lease Manager (Continued) Page 5 Hours of Work: 9:00 a.m. - 10:00 p.m. Monday - Thursday 9:00 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:_________________________
  • 135. 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 maintaining existing at a corporate level to achieve predetermined sales objectives.______________________________________________________________________________(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 insurance card
  • 136. 12) Prepares detail agreement to lease and delivers to Lease ManagerLease 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 if necessary 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 with manager 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 and
  • 137. manufacturer warrantiesLease Representative (Continued) Page 3 31) Reviews individual renewals with Lease Manager four months prior to lease expiration 32) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company 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 baseRelationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Other Dealers General 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, aftermarket products b) Working exposure to: Vehicle product lines c) Specials skills and abilities: Communication Accuracy Punctuality Bondable
  • 138. People Skills Initiative Works with little supervision Safe Driving Record EnergeticLease 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 - Thursday 9:00 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:_________________________
  • 139. 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 with the 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 any options 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
  • 140. 12) Reconciles customer accounts when necessarySenior 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 and company 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 Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff
  • 141. Administration Management and Staff Financial/Insurance Companies General 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 Skills Analytical Attention to Detail Communication Diplomacy Confidentiality Energetic Bondable______________________________________________________________________________(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
  • 142. (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 of the 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, serial number, 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
  • 143. 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 listLeasing 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., statements and 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
  • 144. 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 of leases 29) Prepares and verifies initial prorated customer invoice for each new lease 30) Establishes a profile for each new lease in computerized systemLeasing 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 and company 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 Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Financial/Insurance Companies General Public______________________________________________________________________________(5) Job Requirements:
  • 145. 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: ComputersLeasing Clerk (Continued) Page 4 c) Specials skills and abilities: Bondable Attention to Detail People Skills Analytical Communication Diplomacy Confidentiality Accuracy Organized______________________________________________________________________________(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)_____________________________________________________________________________
  • 146. _7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 147. SERVICE
  • 148. SERVICEService 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
  • 149. 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 of the department under his/her control, while maximizing profitability 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 days activity and current days progress 10) Develops and implements systems and procedures for efficient work production by department
  • 150. 11) Authorizes large purchase order requisitionsService 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 under his/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 cost efficiencies and productivity (cost per unit reductions for reduced unabsorbed overhead) 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 each department 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
  • 151. 30) Monitors unpaid claims 31) Monitors warranty advance and outstanding 263 accountsService Director (Continued) Page 3 32) Knows, understands and applies all municipal, provincial and federal legislation as it pertains to the dealership 33) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 34) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to approve large purchase requisitions after consulting with General Manager. Has authority able tohire, train and develop staff while remaining within a predetermined budget. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Suppliers General Public______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12, management courses helpful, licensed mechanic 2) Experience required: Minimum five years parts, service, body shop management 3) Qualifications: a) Expert knowledge of: Departmental management b) Working exposure to: Previous dealership experience
  • 152. Service Director (Continued) Page 4 c) Specials skills and abilities:People Skills Personnel Management Accounting Initiative Analytical Attention to Detail Communication Organizational Patience Bondable Strong 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: __________________________
  • 153. Approved by:_________________________
  • 154. 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, Mechanical Shop, P.D.I. Department______________________________________________________________________________(2) Basic Function: To ensure complete customer satisfaction and repeat patronage. through staff attitude, professionalism and work 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 and
  • 155. demonstrationsService 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 effective departmental 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 Service Director 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 within appropriate areas
  • 156. 28) Ensures service lot is maintained to maximum efficiencyService Manager (Continued) Page 3 29) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 30) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to recruit, develop and train staff to maintain an efficient department, thereby achieving predetermined objectives on a cost effective basis.. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Suppliers General 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: Initiative People Skills Bondable Good General Health Safe Driving Record
  • 157. Departmental Management Organizational Communication AnalyticalService 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:_________________________
  • 158. 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, Mechanical Shop, P.D.I. Department______________________________________________________________________________(2) Basic Function: Is responsible to assist in ensuring complete customer satisfaction and repeat patronage through staff attitude, professionalism and work 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) Assists in monitoring Service Consultants to ensure proper procedures are being followed 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 Service Department
  • 159. 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 and annually 16) Analyses actual statistics against forecast on a monthly and year-to- date versus prior year basis 17) Assists in determining 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 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 it pertains to the dealership 25) Grooms a replacement 26) Assists in completing all Worker Compensation forms
  • 160. 27) Ensures all computer systems are administered and used correctly within appropriate areasAssistant 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 and company 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, thereby achieving predetermined objectives on a cost effective basis.. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Suppliers General 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: Bondable Initiative People Skills Good General Health Safe Driving Record
  • 161. Departmental Management Organizational Communication Analytical PatienceAssistant 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:_________________________
  • 162. 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 their purchase/service and will continue repeat patronage._____________________________________________________________________________(3) Major Duties: 1) Walks daily Service drive, Body and Parts Departments for prompt customer service. 2) Prepares work orders and calls back customers from prior days to determine customer satisfaction levels 3) Maintains log on all complaints by quantity, make, model, year problem description, date of problem and date solved 4) Ensures all customers having purchased new vehicles six months prior are contacted 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 been ratified to customer satisfaction 10) Ensures all telephone complaints are directed to Customer Assistance Co-
  • 163. OrdinatorCustomer 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 recording complaints 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 Assistance Co-Ordinator or the appropriate department head 17) Follows-up on all such complaints to ensure the appropriate department head does indeed 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 and company are strictly adhered to 21) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to contact customers in order to determine satisfaction levels within the dealership. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff General Public
  • 164. ______________________________________________________________________________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 Skills Courtesy Good Telephone Voice Patience Good Listener Attention to Detail Bondable Tenacity Ability 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 - Thursday 7:30 a.m. - 6:00 p.m. Friday
  • 165. 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 for maximum quality of workmanship, productivity and cost efficiency objectives.______________________________________________________________________________(3) Major Duties: 1) Assists in recruitment, interviewing and selection of Retain Technicians and/or Apprentices 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
  • 166. 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 timeShop 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
  • 167. pertains to the dealership 28) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company 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 authorize equipment repairs to $500.00 monthly without supervisory signature..Shop Manager (Continued) Page 3 Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Suppliers General 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 of vehicles, Manufacturer factory policies and warranties preferable b) Working exposure to: Propane c) Specials skills and abilities: Initiatives Staff Management Communication Good Physical Condition
  • 168. Bondable Attention to Detail Organization_____________________________________________________________________________
  • 169. 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 - Thursday 7:30 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:_________________________
  • 170. 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 development of 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/or Apprentices 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
  • 171. 11) Works with Dispatcher to reduce or remedy unapplied or lost timeShop 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 and company policy are strictly adhered to 30) Performs other related duties_____________________________________________________________________________
  • 172. _Shop Quality Control Foreman (Continued) Page 3(4) Authority: Is given the authority to ensure highest quality workmanship standards are maintained by Technicians and/or Apprentices. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Suppliers General 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 of vehicles, Manufacturer factory policies and warranties preferable b) Working exposure to: Propane c) Specials skills and abilities: Bondable Initiative Staff Management Communication Organization Good Physical Condition Attention to Detail_____________________________________________________________________________
  • 173. 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 - Thursday 7:30 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:_________________________
  • 174. 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, quality of excellent standards while exercising effective time utilization 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 requiring authorization 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
  • 175. 11) Follows manufacturers warranty policies and procedures in all warranty workRetail 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 using additional 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 and company are strictly adhered to 26) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to repair vehicles assigned and recommend work required to an efficient and safe vehicle functioning. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff
  • 176. Body Shop Management and Staff Parts Management and Staff Administration Management and Staff General PublicRetail 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: Manufacturers Technology helpful c) Specials skills and abilities: Safe Driving Record Initiative Bondable Ambitious Detail Conscious Communication Pride of Workmanship Works 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
  • 177. (May be required to work overtime) Uniform Required______________________________________________________________________________Retail Technician (Continued) Page 47) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 178. 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 requirements on customers vehicles to ensure maximum customer satisfaction.______________________________________________________________________________(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 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 as required 7) Notifies Control Tower and Service Technicians of additional work requiring authorization 8) Completes all assigned work 9) Returns each work order to Control Tower or Supervising Technician immediately upon job completion
  • 179. 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 Shop Manager 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
  • 180. 30) Checks tires and wheels for damage and other deteriorationLube 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 from grease 34) Reports to Control Tower/Supervising Technician all mechanical or safety related deficiencies 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 using addition 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 it pertains to the dealership 43) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company policy are strictly adhered to 44) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to perform maintenance type requirements on customer vehiclesRelationships with: Service Management and Staff______________________________________________________________________________
  • 181. 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: Bondable Attention to Detail Good Driving Record Initiative Communication Pride 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)
  • 182. 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 satisfaction by obtaining and verifying his/her vehicular problems and selling the required service to rectify the situation and ensuring 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
  • 183. 6) Handles all incoming telephone calls promptly and courteously 7) Works in close conjunction with Dispatcher regarding work mix and hours allocated 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 deliveryService Consultant (Continued) Page 2 11) Verifies all work orders listed repairs are completed as requested and road tests vehicle 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 and company policy are strictly adhered to 25) Performs other related duties_____________________________________________________________________________
  • 184. _(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 Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff General PublicService 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 Relations Organization Legible Handwriting Bondable Patience Courteous Knowledgeable Communication Good Listener______________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):
  • 185. ________________________________________________________________________________________________________________________________________________________________________________________________________________________ Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday 7:30 a.m. - 6:00 p.m. Friday Hours worked on a rotation basis (May be required to work overtime) Uniform RequiredService Consultant (Continued) Page 47) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 186. 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 Technicians productive 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 exist throughout the day
  • 187. Control Tower Operator (Continued) Page 2 12) Notifies Service Consultants immediately of any repair delays for customer follow-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 effective time 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 using repeat repair form 19) Alerts Shop Foreman of repeat repairs 20) Ensures all straight time operations are time punched separately and authorized accordingly 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 shop capacity 23) Relieves Time Keeper as required or in his/her absence 24) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company policy are strictly adhered to 25) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to delegate work allocations utilising efficiencies for maximizing productivity and time effectiveness Relationships with: Service Management and Staff Body Shop Management and Staff
  • 188. Parts 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: Communication Analytical People Skills Attention to Detail Bondable Patience_____________________________________________________________________________(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 - Thursday 7:30 a.m. - 6:00 p.m. Friday Hours worked on a rotation basis (May be required to work overtime)
  • 189. ____________________________________________________________________________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 Technicians advise 4) Verifies and records the labour operation number and flat rate time for each warranty operation on all repair orders 5) Ensures all straight time operations are time punches separately and authorized by Shop Manager 6) Ensures description of repairs for each warranty operation is recorded on back of hard copy
  • 190. 7) Ensures Parts Department stamp is evident on hard copy as proof that all replacement 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 ticketsTime 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 before payment is made 15) Revises micro-feesh machine and keeps films clean 16) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company policy are strictly adhered to 17) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to monitor and control Technicians flat rate time. Relationships with: Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12
  • 191. 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 functioning of vehicles helpfulTime Keeper (Continued) Page 3 c) Specials skills and abilities: Organizational People Skills Attention to Detail Work with minimum supervision Initiative Patience Analytical Bondable______________________________________________________________________________(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 - Thursday 7:30 a.m. - 6:00 p.m. Friday Hours worked on a rotation basis (May be required to work overtime)
  • 192. Uniform Required______________________________________________________________________________7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 193. 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 reception functions are completed efficiently and effectively through 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 and accuracy
  • 194. 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 achieve customer 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 and company policy are strictly adhered to 29) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to organize staff functions to meet daily
  • 195. output objectives. Is given access to computer through password and may write-off up to $125.00 per day.Head Cashier (Continued) Page 3 Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Suppliers General 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: Bondable Detail Oriented Strong People Skills Pleasant Personality Leadership Initiative Communication Works well under pressure Patience Typing 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.):
  • 196. ________________________________________________________________________________________________________________________________________________________________________________________________________________________Head Cashier (Continued) Page 4 Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday 7:30 a.m. - 6:00 p.m. Friday Hours worked on a rotation basis (May be required to work overtime)______________________________________________________________________________7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 197. 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 and efficient service to all customers to ensure customer satisfaction______________________________________________________________________________(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
  • 198. 11) Thanks customer for his/her patronageService 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 taxes applied 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 Service Directors 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 and company 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. Collects customer payment in cash, by cheque or credit card. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff
  • 199. Body Shop Management and Staff Parts Management and Staff Administration Management and Staff General PublicService 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 Math Typing People Skills Bondable Attention to Detail Patience Communication Congenial._____________________________________________________________________________(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 - Thursday 7:30 a.m. - 6:00 p.m. Friday Hours worked on a rotation basis
  • 200. (May be required to work overtime) Uniform required______________________________________________________________________________Service Cashier (Continued) Page 47) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 201. 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 and efficient service to all customers to ensure customer satisfaction. Handles enquiries and customer complaints according 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 when required 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
  • 202. 11) Responds to customer enquiriesPart-Time Cashier (Continued) Page 2 12) Verifies all customer charges have been totalled accurately with appropriate taxes applied 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 and company are strictly adhered to 18) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to verify work order costs, calculate costs totals, collect customer payment by cash, cheque or credit card Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff General Public______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: Some Bookkeeping helpful 3) Qualifications: a) Expert knowledge of: N/A
  • 203. b) Working exposure to: Credit Card Systems, ComputersPart-Time Cashier (Continued) Page 3 c) Specials skills and abilities: Bondable Basic Math Typing People Skills Attention to Detail Patience Communication Presentable Appearance Congenial_____________________________________________________________________________(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 - Thursday 7:30 a.m. - 6:00 p.m. Friday Hours worked on a rotation basis (May be required to work overtime)______________________________________________________________________________7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 204. 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 Service Department 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 appropriate appointments 6) Analyses and diagnosis problems relating to customer vehicles accurately 7) Determines promised time adding contingency to promise time to determine pick-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
  • 205. 11) Determines method of paymentService 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 and company are strictly adhered to 28) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to sell service customers on additional work requirements in order to maximize efficient customer vehicle functioning and increase shop capacity
  • 206. Service Sales Representative (Continued) Page 2 Relationships with: Service Management and Staff Body Shop Management and Staff Parts Management and Staff Sales Management and Staff General Public______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12, Class "A" Licensed Mechanic or 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 Skills Courtesy Bondable Good Personal Appearance Congenial Good Listener Communication Attention to Detail Safe Driving Record_____________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
  • 207. ________________________________________________________________________________________________________________________________________________Service Sales Representative (Continued) Page 4 Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday 7:30 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:_________________________
  • 208. 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 for all customers entering the service department, thereby contributing to customer satisfaction______________________________________________________________________________(3) Major Duties: 1) Greets all service customers immediately upon entering the Service Department confirming 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 dealerships appointment system 5) Phones all appointment customers daily and confirms their appointment for following day 6) Telephones all customers who did not keep appointments and reschedules if possible 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
  • 209. 10) Performs Night Cashier duties as requiredGreeter (Continued) Page 2 11) Determines feasibility of completing any work not previously having an appointment 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 and company are strictly adhered to 18) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to greet customers and verify reservations assisting customers when and where necessary Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff General Public______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12, valid drivers license 2) Experience required: N/A 3) Qualifications:
  • 210. a) Expert knowledge of: N/A b) Working exposure to: N/AGreeter (Continued) Page 3 c) Specials skills and abilities: Courteous Presentable Appearance Communication Congenial Personality Bondable Contentious Patience People Skills Good 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 - Thursday 7:30 a.m. - 6:00 p.m. Friday Hours worked on a rotation basis (May be required to work overtime) Uniform Required______________________________________________________________________________7) Date: _______________________ Incumbent: __________________________
  • 211. Approved by:_________________________
  • 212. 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, courteous manner, 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 campaign completions 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 outstanding campaigns will show on each customer service history file
  • 213. 11) Ensures Service Consultants are informed of current campaign statusService Receptionist (Continued) Page 2 12) Processes all data in functions for Service Cashiers for tri-com computer for quick and 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 and company are strictly adhered to 17) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to act as a company introductory liaison for the general public. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff General 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
  • 214. Service Receptionist (Continued) Page 3 c) Specials skills and abilities:Good Telephone Voice Communication People Skills Attention to Detail Bondable 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 - Thursday 7:30 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:_________________________
  • 215. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Warranty Clerk Department: Service Department Division/Area: Administration Reports To: Office Manager - direct Service 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 of serial 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 thirty days old 9) Matches and balances manufacturers credit memos to file of outstanding claims
  • 216. 10) Files all paid repair orders and related documents after processing each credit memoWarranty 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 be kept 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 in work orders or insufficient information 18) Obtains authorization from Service Manager prior to deducting time from Technicians 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 and company are strictly adhered to 21) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to submit and reconcile claims to Manufacturer Relationships with: Service Management and Staff Body Shop Management and Staff Administration Management and Staff Manufacturer______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12
  • 217. 2) Experience required: N/AWarranty Clerk (Continued) Page 3 3) Qualifications: a) Expert knowledge of: N/A b) Working exposure to: N/A c) Specials skills and abilities: People Skills Typing Basic Math Communication Organizational Bondable Accuracy Attention 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 - Thursday 7:30 a.m. - 6:00 p.m. Friday Hours worked on a rotation basis (May be required to work overtime) Uniform Required_____________________________________________________________________________
  • 218. _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 ensure maximum utilization of Service shop capacity, while ensuring 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 each customer 6) Provides helpful information/advise on customer vehicle problems or complaints 7) Contacts customers who missed their appointments and reschedules as soon as
  • 219. possible 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 or letterAppointment 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 Consultants are busy 13) Handles E.S.P. customers and maintains Dealerships fleet E.S.P. vehicles 14) Performs follow-up calls on all new vehicle customers every three months, six months and nine months, regarding P.P.M. and E.S.P., rust proofing sales in order to increase percentage of penetration 15) Calls all customers for their three month appointment made by Sales staff and explain 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 and company are strictly adhered to 22) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to make appointments, handling customer needs and requirements.
  • 220. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff General 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 experience helpful 3) Qualifications: a) Expert knowledge of: N/A b) Working exposure to: Automotive employment helpful c) Specials skills and abilities: Attention to detail Communication Initiative People Skills Good Manners Presentable Appearance Organization Analytical Bondable_____________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
  • 221. ________________________________________________________________________________________________________________________________________________ Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday 7:30 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 47) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 222. 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 from factory noting any damage prior to transport driver leaving premises.______________________________________________________________________________(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 Manufacturers 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 carrier to 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 for recharging if necessary 9) Assists in organizaing interior and exterior sale showroom displays 10) Assists in washing and preparing of new vehicles if required
  • 223. 11) Attends department meetings as requiredVehicle Detail (Continued) Page 2 12) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 13) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to document all transport damages on new vehicles for claims purposes. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff General 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: Bondable Initiative Detail Oriented Good Physical Health Ability to operate standard and automatic transmissions_____________________________________________________________________________
  • 224. 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:_________________________
  • 225. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Used Vehicle Detail Department: Service/Sales Department Division/Area: Shop Reports To: Service Manager - directly Sales Department - indirectly Posts Supervised: N/A______________________________________________________________________________(2) Basic Function: Is responsible for preparing the vehicle for final delivery to the customer, ensuring the vehicle is spotlessly clean inside and 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 neat fashion 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 shifts 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
  • 226. Used Vehicle Detail (Continued) Page 2 11) Ensures no smoking, eating or listening to radio takes place in vehicles being prepared 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 and company are strictly adhered to 15) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to prepare all vehicles required for maximum cleanliness. Relationships with: Sales Management and Staff Body 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: Bondable Attention to Detail Good Driving Record Initiative Communication_____________________________________________________________________________
  • 227. 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:_________________________
  • 228. 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 from assigned 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 Manager when 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 and company are strictly adhered to
  • 229. Shuttle Bus Driver (Continued) Page 2 12) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to transport service customers to and from assigned areas. Assists in bank deposits. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff General 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: Initiative Communication People Skills Bondable Courtesy_____________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):
  • 230. ________________________________________________________________________________________________________________________________________________________________________________________________________________________Shuttle Bus Driver (Continued) Page 3 Hours of Work: 7:30 a.m. - 7:00 p.m. Monday - Thursday 7:30 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:_________________________
  • 231. 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 location in a prompt, efficient and courteous manner.______________________________________________________________________________(3) Major Duties: 1) Ensures vehicles are moved up in order to maintain a constant flow in service drive-thru 2) Removes vehicles from service reception to service work lot in a controlled and orderly 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
  • 232. 11) Removes paper mats prior to customer deliveryCar 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 Dealerships 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 and company are strictly adhered to 21) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to handle customer vehicles with care and prudence. Relationships with: Service Management and Staff General Public______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: Valid Drivers license 3) Qualifications: a) Expert knowledge of: N/A
  • 233. b) Working exposure to: Parking lot experience preferableCar Porter (Continued) Page 3 c) Specials skills and abilities: Safe Driving Record Communication Initiative Bondable Attention 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 - Thursday 7:30 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:_________________________
  • 234. 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 location in a prompt, efficient and courteous manner.______________________________________________________________________________(3) Major Duties: 1) Ensures vehicles are moved up in order to maintain a constant flow in service drive-thru 2) Removes vehicles from service reception to service work lot in a controlled and orderly 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
  • 235. 11) Removes paper mats prior to customer deliveryPart-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 Dealerships 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 and company are strictly adhered to 19) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to handle company and/or customer vehicles with care and prudence. Relationships with: Service Management and Staff General 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: Bondable
  • 236. Safe Driving Record Communication Initiative Attention to Detail Pleasant PersonalityPart-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 - Thursday 7:30 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:_________________________
  • 237. 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 traffic and 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 when necessary 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 and company are strictly adhered to 21) Performs other related duties
  • 238. ______________________________________________________________________________Maintenance (Continued) Page 2(4) Authority: Is given the authority to ensure Service Department is maintained to company standards.. Relationships with: Service Management and Staff General 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: Bondable Initiative Works with minimal supervision Attention 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
  • 239. (May be required to work overtime)______________________________________________________________________________7) Date: _______________________ Incumbent: __________________________Approved by:_________________________ P. D. I.
  • 240. P.D.I.P.D.I. ManagerP.D.I. Co-OrdinatorP.D.I. TechnicianRust ProoferDetail ForemanDetail PersonVehicle Preparation Attendant
  • 241. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: P.D.I. Manager Department: Service Department Division/Area: P.D.I. Department Reports To: Service Director - directly Service Manager - indirectly Posts Supervised: P.D.I. Staff______________________________________________________________________________(2) Basic Function: Responsible for the efficient organization of product and staff within his/her department, ensuring all vehicles are delivered 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 when necessary 5) Receives completed work order from staff for review 6) Works in conjunction with Sales Manager for special requirements; i.e., lodge or showroom 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
  • 242. 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 new vehicles 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 to review 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
  • 243. 30) Inspects all completed vehiclesP.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 it pertains to the dealership 34) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 35) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to supervise, direct and control his/her department staff and equipment. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Suppliers______________________________________________________________________________(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
  • 244. P.D.I. Manager (Continued) Page 4 c) Specials skills and abilities: Personnel Management Diplomacy People Skills Flexible Bondable Communication Mechanically Inclined Attention 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:_________________________
  • 245. 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
  • 246. 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 and company are strictly adhered to 19) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to receive and verify new vehicle arrivals and maintain inventory in an efficient manner. May supervise department staff as required Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Suppliers______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12, valid drivers license 2) Experience required: Previous dealership experience
  • 247. 3) Qualifications: a) Expert knowledge of: Basic knowledge of warrantiesP.D.I. Co-Ordinator (Continued) Page 3 b) Working exposure to: Computers c) Specials skills and abilities: Good Driving Record Initiative Attention to Detail Communication People Skills Diplomacy Flexibility Good Physical Condition Bondable______________________________________________________________________________(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: __________________________
  • 248. Approved by:_________________________
  • 249. 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, applying workmanship, quality of excellent standards whileexercising effective 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, fender guards, 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 records on 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
  • 250. 11) Returns any incomplete work orders to P.D.I. Manager at days endP.D.I. Technician (Continued) Page 2 12) Follows Manufacturers warranty policies and procedures on all warranty work 13) Reviews all Manufacturers 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 days 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 and company are strictly adhered to 24) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to verify, prepare and/or repair vehicles assigned and recommend work required for efficient and safe vehicle functioning Relationships with: Service Management and Staff Parts Management and Staff______________________________________________________________________________(5) Job Requirements:
  • 251. 1) Level of Education: Class "A" Licensed Motor Vehicle Mechanic 2) Experience required: Valid Drivers licenseP.D.I. Technician (Continued) Page 3 3) Qualifications: a) Expert knowledge of: N/A b) Working exposure to: Manufacturers technology helpful c) Specials skills and abilities: Bondable Communication Initiative Attention 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: __________________________
  • 252. Approved by:_________________________
  • 253. 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 of all 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
  • 254. Rust Proofer (Continued) Page 2 13) Attends department meetings as required 14) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company 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 Driver Works with minimal supervision Bondable Initiative Attention to Detail Communication Good Physical Condition______________________________________________________________________________
  • 255. 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:_________________________
  • 256. 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 vehiclesfor final delivery, ensuring they are spotlessly clean inside and out 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 shifts 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
  • 257. Detail Foreman (Continued) Page 2 11) Ensures no smoking, eating or listening to radio takes place in vehicles being prepared 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 legislation as it pertains to the dealership 17) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 18) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to supervise staff and ensure all vehicles are cleaned to maximum standards. Relationships with: Sales Management and Staff Service Management and Staff Parts 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 and clean-up materials
  • 258. b) Working exposure to: Auto industryDetail Foreman (Continued) Page 3 c) Specials skills and abilities: Bondable Good Driving Record Communication Initiative Attention to Detail Diplomacy People Skills Personable______________________________________________________________________________(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:_________________________
  • 259. 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 to the customer ensuring the vehicle is spotlessly clean inside and 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 neat fashion daily 6) Reports all low inventory or shortages of clean-up products; i.e., soaps, waxes towels etc. 7) Ensures all vehicles are locked at his/her shifts 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
  • 260. 11) Reports all malfunctioning and damages to vehicles to department headDetail 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 and company are strictly adhered to 18) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to prepare all vehicles required for maximum cleanliness. Relationships with: Service Management and Staff Parts 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 Detail Pride of Workmanship Flexible
  • 261. Good Driving Record Initiative Communication BondableDetail 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:_________________________
  • 262. 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 to the customer ensuring the vehicle is spotlessly clean inside and 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 and neat 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 shifts 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 Service Manager
  • 263. Vehicle Preparation Attendant (Continued) Page 2 11) Ensures no smoking, eating or listening to radio takes place in vehicles being prepared 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 and reports to P.D.I. Manager 15) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 16) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to prepare all vehicles required for maximum cleanliness.. Relationships with: Sales Management and Staff Service Management and Staff Body 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: Bondable Good Driving Record Communication Initiative
  • 264. Attention to Detail Good Physical Health Ability to operate standard and automatic transmissionsVehicle 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:_________________________
  • 265. BODY SHOP
  • 266. BODY SHOPBody Shop ManagerAssistant Body Shop ManagerShop ForemanBody Shop TechnicianBody Shop Technician ApprenticeEstimatorPaint PreperPaint TechnicianBody Shop ClerkDetail PersonLot Attendant
  • 267. 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 effective management of the department to achieve predetermined corporate 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 Shop Foreman 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
  • 268. 11) Performs exit interviewsBody Shop Manager (Continued) Page 2 12) Develops and implements systems and procedures for efficient work production by 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 unabsorbed overhead) 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 and annual 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
  • 269. 31) Knows, understands and applies municipal, provincial and federal legislation as it pertains to the dealershipBody 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 and company 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 satisfaction and remaining within predetermined budgetary guidelines. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Insurance Institutions Suppliers Appraisers General Public______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12, valid drivers license 2) Experience required: previous body shop.automotive management experience 3) Qualifications: a) Expert knowledge of: Collision and uni-body construction
  • 270. b) Working exposure to: Paint systems, productionBody Shop Manager (Continued) Page 4 c) Specials skills and abilities: People Skills Organization Attention to Detail Bondable Good Listener Analytical Tenacity Initiative Communication Sales 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 - Thursday 8:00 a. m. - 5:00 p.m. Friday (May be required to work overtime)______________________________________________________________________________7) Date: _______________________ Incumbent: __________________________
  • 271. Approved by:_________________________
  • 272. 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 months 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
  • 273. 12) Prepares production schedule at days end for forthcoming dayAssistant 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
  • 274. 34) ensures all promised dates are metAssistant Body Shop Manager (Continued) Page 3 35) Attends training/seminars when required 36) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 37) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to develop and supervise the staff under his/her jurisdiction in order to achieve department objectives while remaining within appropriate budgetary constraints. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Suppliers Insurance Companies Appraisers General Public______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12, valid drivers license, Licensed Body/Paint I-Car programs helpful 2) Experience required: previous dealership experience 3) Qualifications: a) Expert knowledge of: N/A b) Working exposure to: personnel management, systems and production
  • 275. Assistant Body Shop Manager (Continued) Page 4 c) Specials skills and abilities: People Skills Organization Communication Initiative Ambition Self Motivator Attention to Detail Bondable______________________________________________________________________________(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 - Thursday 8:00 a.m. - 5:00 p.m. Friday (May be required to work overtime)______________________________________________________________________________7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 276. 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 running of the department through supervision of staff in order to achieve department and corporate objectives. Performs all estimating 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
  • 277. 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 it pertains to the dealership 27) Ensures all safety policy and procedures in accordance with IAPA, WHIMS an company are strictly adhered to 28) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to deal with all insurance appraisers without authorizing any discounts..
  • 278. Shop Foreman (Continued) Page 3 Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Insurance Companies Suppliers General Public______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12, valid drivers license, Licensed Body/Paint I-Car programs helpful 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 Skills Communication Organization Initiative Ambition Self Motivation Bondable Attention to Detail______________________________________________________________________________
  • 279. 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 - Thursday 8:00 a.m. - 5:00 p.m. Friday (May be required to work overtime)______________________________________________________________________________7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 280. 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, 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 days 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 manufacturers specifications 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
  • 281. 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 and company are strictly adhered to 22) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to assess and repair customer vehicles requiring body work as determined on the work order. Relationships with: Service Management and Staff Body Shop Management and Staff Parts Management and Staff Appraisers General Public______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12, valid drivers license, current body repair license
  • 282. 2) Experience required: Minimum five years collision repair shopBody 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 Record Attention to Detail Initiative Communication Bondable Analytical______________________________________________________________________________(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:_________________________
  • 283. JOB DESCRIPTION_____________________________________________________________________________ _(1) Approved Job Title: Body Shop Technician Apprentice Department: Body Shop Department Division/Area: Body Shop Reports To: Body Shop Foreman - directly Body Shop Technician - indirectly Posts Supervised: N/A______________________________________________________________________________(2) Basic Function: To repair customer vehicles under the supervision of a qualified 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 days 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 manufacturers specifications 8) Inspects all repairs, bolts on parts and alignment panels upon completion 9) Presents completion reports to Body Shop Technician or Shop Foreman for completed work inspection
  • 284. 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/equipment to 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 and company are strictly adhered to 22) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to repair vehicles under the supervision of a qualified Body Shop Technician. Relationships with: Service Management and Staff Parts Management and Staff Body Shop Management and Staff Appraisers General Public______________________________________________________________________________
  • 285. (5) Job Requirements: 1) Level of Education: Grade 12, valid drivers license 2) Experience required: Minimum two year collision repair shopBody 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: Bondable Attention to Detail Safe Driving Record Initiative Communication Analytical______________________________________________________________________________(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: __________________________
  • 286. Approved by:_________________________
  • 287. 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 before starting 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 agreed upon compensation for repairs 8) Assists customer with warranty related problems requiring Manufacturer warranty coverage 9) Follows-up on all work in progress as required 10) Follows appropriate rack rotation of jobs according to Control Tower Operators
  • 288. designationEstimator (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 and quality 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 and company are strictly adhered to 18) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to prepare all estimates for customers and to accurately reflect the expensive expense repair completion. May refuse release of vehicle if quality of repair is substandard. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Parts Management and Staff Body Shop Management and Staff Administration Management and Staff Customers Suppliers Insurance Companies General Public______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12
  • 289. 2) Experience required: Body Shop repair or Estimating 3) Qualifications: a) Expert knowledge of: Current Vehicle Repair proceduresEstimator (Continued) Page 3 b) Working exposure to: Body Shop Environments c) Specials skills and abilities: Bondable Works well under pressure Communication Patience Basic Math Analytical Attention to Detail People 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 - Thursday 7:30 a.m. - 6:00 p.m. Friday Hours worked on a rotation basis (May be required to work overtime) Uniform Required______________________________________________________________________________7) Date: _______________________ Incumbent: __________________________
  • 290. Approved by:_________________________
  • 291. 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 efficient use of time and materials to achieve maximum quality workmanship and cost efficiency.______________________________________________________________________________(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 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
  • 292. 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 and company 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______________________________________________________________________________
  • 293. (5) Job Requirements: 1) Level of Education: Grade 12, valid drivers license 2) Experience required: Previous paint preparation requiredPaint 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 Record Attention to Detail Initiative Communication Bondable______________________________________________________________________________(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: __________________________
  • 294. Approved by:_________________________
  • 295. 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 the original paint finish while maximizing efficient use of time and materials to achieve quality excellence in workmanship at the most economic cost.______________________________________________________________________________(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) 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
  • 296. 11) Reports to Supervisor for next assignmentPaint 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 days 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 Manufacturers 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 and company are strictly adhered to
  • 297. 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 drivers license 2) Experience required: Minimum five years vehicle painter experience 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 Detail Organizational Initiative Communication Bondable______________________________________________________________________________
  • 298. 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:_________________________
  • 299. 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 and payment 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, reconciling parts 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
  • 300. vehicleBody 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 by 10:00 a.m. each day 23) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 24) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to handle cash and deal with customer requirements. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Parts Management and Staff Body Shop Management and Staff Administration Management and Staff Suppliers General Public
  • 301. ______________________________________________________________________________Body Shop Clerk (Continued) Page 3(5) Job Requirements: 1) Level of Education: Grade 12, valid drivers license 2) Experience required: Previous bank teller or related experience helpful 3) Qualifications: a) Expert knowledge of: Customer relations b) Working exposure to: Auto technical knowledge helpful c) Specials skills and abilities: People Skills Communication Organization Bondable Initiative Attention to Detail Punctuality______________________________________________________________________________(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 - Thursday 8:00 a.m. - 5:00 p.m. Friday
  • 302. (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 properly prepared 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
  • 303. 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 wallsDetail 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 and company are strictly adhered to
  • 304. 28) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to inspect completed jobs prior to delivering vehicles to appropriate area. Handles incoming parts and returns. Relationships with: Body Shop Management and Staff Parts Management and Staff General Public______________________________________________________________________________Detail Person (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: Mechanical and Technical background helpful c) Specials skills and abilities: Bondable Safe Driving Record Attention to Detail Initiative Communication______________________________________________________________________________(6) Other Information: List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
  • 305. ________________________________________________________________________________________________________________________________________________ Hours of Work: 8:00 a.m. - 5:30 p.m. Monday - Thursday 8:00 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 orderly appearance at all times._____________________________________________________________________________(3) Major Duties: 1) Punches time card at commencement of each day only when in uniform. Punches at lunch and days end 2) Reports to Supervisor to obtain designated daily work
  • 306. 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 stripesLot 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 days end 22) Maintains vehicles in appropriate designated areas 23) Drives customers home when required
  • 307. 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 and company 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 and presentable appearance. Relationships with: Sales Management and Staff Body Shop Management and Staff General 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: Good Driver
  • 308. Attention to Detail Initiative Communication Bondable______________________________________________________________________________(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:_________________________
  • 309. PARTS
  • 310. PARTSParts ManagerAssistant Parts ManagerTechnician CounterFront Counter PersonParts ClerkShipper/ReceiverParts Department Driver
  • 311. 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 within established budgetary guidelines.__________________________________________________________________________(3) Major Duties: 1) Selects, trains and supervises departmental staff 2) Determines nature and extent of dealerships 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 other manufacturers 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
  • 312. 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 balance guide, 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 or sales orders 21) Develops and administers parts department policies and procedures for inventory control 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 work flow 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
  • 313. 31) Knows, understands and applies municipal, provincial and federal legislation as it pertains to the dealershipParts Manager (Continued) Page 3 32) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 33) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to maintain & purchase the necessary parts to maximize departmental efficiencies cost effectively, control of determining budgets, hiring & terminating employees is extended. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Wholesalers Suppliers General Public______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12, Post-Secondary helpful 2) Experience required: Manufacturers parts department 3) Qualifications: a) Expert knowledge of: Manufacturers parts policies & procedures, competitive activity, accounting,computers b) Working exposure to: Budgeting, cost accounting, forecasting, parts sales training c) Specials skills and abilities: Personnel Management Communication Organization Sales Inventory Systems
  • 314. Bondable Patience Diplomacy Attention to DetailParts 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:_________________________
  • 315. 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 work flow within the department. Administers policies and procedures. May authorize purchase requisitions to a maximum of $2,500.00._____________________________________________________________________________(3) Major Duties: 1) Circulates throughout work station to supervise all appropriate policies and ensure procedures 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 days end
  • 316. 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 Manufacturers 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 and company are strictly adhered to 21) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to purchase equipment or parts. Authority regarding supervision, training, rewarding and reprimanding is granted. Relationships with: Lease Management and Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Wholesalers Suppliers General Public______________________________________________________________________________(5) Job Requirements:
  • 317. 1) Level of Education: Grade 12 2) Experience required: Previous parts or automotive partsAssistant Parts Manager (Continued) Page 3 3) Qualifications: a) Expert knowledge of: Manufacturers parts b) Working exposure to: Computers, inventory control systems c) Specials skills and abilities: Bondable Mathematics Forecasting Communication People 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: __________________________
  • 318. Approved by:_________________________
  • 319. 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 parts requirements._____________________________________________________________________________(3) Major Duties: 1) Ensures all parts are invoiced to appropriate service, new vehicle and used vehicle repair orders 2) Ensures all special order tie-up parts are accurately entered on appropriate parts slips 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 and legibility 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 days end as required
  • 320. Technician Counter (Continued) Page 2 11) Prepares zero on hand report at days end 12) Ensures all computer equipment is functional 13) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to 14) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to handle all internal parts orders for service department. Relationships with: Service Management and Staff Parts Management and Staff______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: Manufacturers parts 3) Qualifications: a) Expert knowledge of: Manufacturers parts b) Working exposure to: Computer, inventory control system, retail sales helpful c) Specials skills and abilities: Bondable People Skills Basic Math Attention to Detail Initiative______________________________________________________________________________
  • 321. 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:_________________________
  • 322. 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 and Dealerships 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 retail orders 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 days end when required and deposits in Managers office 8) Follows Dealerships policies and procedures in conjunction with inventory control 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
  • 323. 12) Ensures security and lock up at days end as requiredFront 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 and company are strictly adhered to 17) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to handle telephone sales, retail sales and collect customer payment. Relationships with: Sales Management and Staff Body Shop Management and Staff Parts Management and Staff Service Consultants General Public______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: Manufacturers Parts 3) Qualifications: a) Expert knowledge of: Manufacturers Parts b) Working exposure to: Computer, inventory control systems, retail sales helpful c) Specials skills and abilities: People Skills Basic Math Initiative Attention to Detail Bondable
  • 324. ______________________________________________________________________________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:_________________________
  • 325. 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 of paper 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 parts management 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 Manufacturers reference paper work; i.e. packing slips, bills of lading, etc. 10) Sources and prints all daily reports 11) Verifies all Manufacturers packing slips to invoices
  • 326. Parts Clerk (Continued) Page 2 12) Reports on appropriate forms any/all discrepancies and mails a copy to Manufacturer 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 and company 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 Staff Sales Management and Staff Service Management and Staff Body Shop Management and Staff Parts Management and Staff Administration Management and Staff Manufacturer Suppliers______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12 2) Experience required: Data Entry, Typing, Basic Accounting 3) Qualifications:
  • 327. a) Expert knowledge of: N/A b) Working exposure to: N/AlParts Clerk (Continued) Page 3 c) Specials skills and abilities:Bondable Accuracy in Typing/Data Entry Attention to Detail Initiative Communication 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: 8:00 a.m. - 5:30 p.m. Monday - Friday (May be required to work overtime)______________________________________________________________________________7) Date: _______________________ Incumbent: __________________________Approved by:_________________________
  • 328. 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 all ordered parts or equipment etc. in a prompt efficient manner. Maintains a helpful and courteous image for all personnel.._____________________________________________________________________________(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 comeback orders 11) Scraps all authorized replaced warranty parts on a monthly basis
  • 329. 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 days end 15) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company 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 Staff Body Shop Management and Staff Parts Management and Staff Suppliers General 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 skills Good Physical Condition Initiative Bondable Attention to Detail______________________________________________________________________________
  • 330. 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:_________________________
  • 331. 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-up of parts orders.______________________________________________________________________________(3) Major Duties: 1) Maintains a clean, professional appearance at all times in company supplied uniform 2) Obtains approval for road stops, including lunches 3) Ensures the delivery truck is washed and cleaned either at start or completion of each day 4) Ensures truck maintenance is conducted when applicable; i.e., oil changes, lube jobs, 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 initials customer copy "paid"
  • 332. Parts Department Driver (Continued) Page 2 10) Verifies invoice parts number to actual parts and delivers any counter orders to ordering counterman 11) Balances cash against cash receipt invoices daily and is responsible for any short fall 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 and company are strictly adhered to 15) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to collect customer payment in cash or cheque. Relationships with: Service Management and Staff Body Shop Management and Staff Parts Management and Staff Wholesale Customers______________________________________________________________________________(5) Job Requirements: 1) Level of Education: Grade 12, valid drivers 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 Skills
  • 333. Good Physical Condition Bondable______________________________________________________________________________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:_________________________