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(1) Approved Job Title: Vice-President, General Manager
Department: Corporate Administration
Division/Area: N/A
Reports To: President
Posts Supervised: All Department Managers______________________________________________________________________________
(2) Basic Function: To plan, organize, direct and control efficient and effectiveoverall corporate operations, ensuring each departmentmeets or exceeds sales objectives while maximizing
profitability, remaining within predetermined budgetaryguidelines. Ensures all staff members are dedicated to achieve maximum customer satisfaction.
1) Establishes and recommends corporate and departmental budgetary objectivesboth globally and by line
2) Monitors and analyses all financial and performance reports
3) Supervises each department head under his/her control
4) Recommends/establishes policies and/or programs to improve efficiencies forattaining increased customer satisfaction and growth, employee productivityand corporate objectives.
5) Arranges "in-service" and other training programs to enhance skills and capabilities of all employees; i.e., APB, Predictive Index, etc.
6) Authorizes large purchase requisitions for equipment, services, supplies, etc.
7) Enters into contractual agreement with suppliers on large financial matters/investments after discussions and approval from Owner Principal
8) Supervises the performance of all contracts and/or agreements, ensuring allconditions are fulfilled
Vice-President, General Manager (Continues) Page 2 9) Reviews all P.I. tests with appropriate department head prior to hiring new
employees
10) Performs annual reviews and performance appraisals
11) Maintains a good working relationship with appropriate Manufacturer'sManagement and staff
12) Maintains current knowledge of all Manufacturers’. and competitive programs
13) Initiatives and /or attends meetings with government, corporate legal and financial institutions
14) Attends and remains a member in 'good standing' of appropriate Manufacturer'sdealership organizations, community business organizations, etc.
15) Handles personally all difficult dissatisfied customers
16) Maintains current knowledge of Canadian legislation as it affects the autoindustry or dealership directly
17) Develops and completes both annual and three year plans no later than four weeksprior to each fiscal year-end
18) Maintains a good working relationship with other dealers, regardless of franchise
19) Tours the entire premises at least twice a week during working hours
20) Holds weekly department heads meetings
21) Meets with individual department heads weekly to review and monitor progressand results
22) Arranges a minimum of two hours of undisturbed time weekly for planning andstrategy development
23) Ensures the dealership conforms to all municipal, provincial, federal and anyregulatory organization regulations
24) Analyses salary and market surveys
25) Approves and supervises all advertising or promotional programs
26) Ensures entire dealership premises are clean, neat and presentable at all times
Vice-President, General Manager (Continued) Page 3
27) Takes an individual interest in each employee, ensuring to call them by name andspeak to as many as possible on tour
28) Grooms a replacement for promotion
29) Monitors all key financial and inventory reports on a weekly basis
30) Attains mutually agreed and approved annual forecasts
31) Meets and interviews Manufacturer's representatives to determine business climate, product availability and competitive activity
32) Approves and authorizes all advertising and/or literature for publication
33) Meets with dealer principles every two weeks for operations review
34) Approves all company employee functions
35) Develops and maintains a sound team work philosophy within each department
36) Knows, understands and applies municipal, provincial and federal legislation as itpertains to employees and dealership
37) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to plan, organize, direct and control theday-to-day operations of the dealership. May have signingauthority as a corporate officer.
Relationships with: PresidentAll DepartmentsSuppliersGovernmental AgentsIndustry OrganizationsFinancial and Legal InstitutionsLocal Business OrganizationsGeneral Public
Vice-President, General Manager (Continued) Page 4
(5) Job Requirements:
1) Level of Education: Post Secondary/Univiersity Majoringin Business Administration
a) Expert knowledge of: All facets of accounting and vehicular business practices, A.P.B.,Predictive Index testing and Manufacturer'spolicies and procedures
b) Working exposure to: Finance, Computer Systems
c) Specials skills and abilities: Personnel ManagementCommunicationLogicPlanningOrganizationAnalyticalAccounting InterpretationTime ManagementPatienceBondableGood Listener
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To maintain and develop accurate corporate accountingpractices and procedures for maximum profitability andcost-efficiencies within his/her department whilesupervising all accounting functions and staff.
1) Monitors the supervision of payroll, accounts payable, accounts receivable andsales/purchases of vehicle documentation
2) Supervises all accounting functions
3) Completes Government returns, monthly, quarterly and annually, including: capital & repair expenditures actual, capital expenditures revised forecast, ownership & transfer of technology, retail trade survey
4) Signs all official documents for the dealership; i.e., cheques, lease agreements, etc.
5) Supervises the coding of all expenses requiring explanation
6) Deals with auditors when necessary
7) Supervises the preparation of monthly and year-to-year operating statements
8) Supervises the preparation of write off of depreciation and prepaid expenses
Secretary Treasurer (Continued) Page 2
9) Analyses specific accounts monthly which the President/General Manager request, including in-depth monitoring of the following accounts;
- Bank reconciliation's- Listing of contracts in transit ensuring no old outstanding amounts- New vehicle inventory- Used vehicle inventory- Work in progress- Factory receivables- Warranty claims- Accounts receivable
10) Conducts an analytical review of monthly financial statements highlighting:deviations from budget, unusual increases/decreases in revenue and expenses,providing explanations for each
11) Compares product lines by line and format, actuals against budget on a monthlyand year-to-date basis for gross margin deviations
12) Monitors vehicles and parts inventories for increased cost efficiencies andprofitability
13) Designs accounting policies and procedures for all departments
14) Receives department forecasts monthly 10 days prior to forecasted monthcommencement; i.e., June forecast by May 20
15) Provide daily operating control reports by department
16) Recommends capital expenditures for improved efficiencies
17) Deals with financial institutions to obtain the most advantageous rates of return
18) Performs annual reviews
19) Conducts regular monthly staff meetings
20) Attends department head meetings
21) Consults with individual department heads to assist in problem-solving
22) Negotiates employee benefit programs
23) Negotiates dealership garage policies
Secretary Treasurer (Continued) Page 3
24) Grooms a replacement
25) Knows, understands and applies municipal, provincial and federal legislationas it pertains to the dealership
26) Completes Manufacturer's dealer association salary surveys
27) Designs and inputs all special requested computer reports
28) Deals with Government auditors
29) Develops department head bonus plans
30) Attends training/Sseminars as necessary
31) Handles employee complaints when necessary
32) Prepares monthly and six year comparison of sales, expenses and profit bydepartment
33) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
34) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to approve all capital expenditures. Maintainand develop accounting procedures.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGovernmentSuppliersGeneral Public
Secretary Treasurer (Continued) Page 4
(5) Job Requirements:
1) Level of Education: Post Secondary/Univiersity with a designation preferable; i.e.CGA, RIA or CA
2) Experience required: Vehicular Accounting
3) Qualifications:
a) Expert knowledge of: All facets of accounting practices
b) Working exposure to: Computer operations,Manufacturer'saccounting systems
c) Specials skills and abilities: Staff ManagementCommunicationsOrganizationAnalyticalBondableAttention to DetailDecisiveDelegationMotivation
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
Posts Supervised: All administration staff within office and other departments______________________________________________________________________________
(2) Basic Function: To assure that efficient and accurate accounting proceduresare conducted within each area under his/her directresponsibility while maintaining deadlines.
3) Ensures monthly government financial institutions cheques are paid promptly
4) Analyses and audits monthly internal reports; i.e., sublet, Continuous ProtectionPlan, warranty claim schedules, etc.
5) Supervises and monitors employee performance and work flow for cost-effectiveness and efficiency
6) Recruits and interviews new department employees
7) Conducts training of new employees
8) Recommends and advises Secretary Treasurer of new policies and proceduresfor improved efficiencies either within the department or in conjunction withother departments.
9) Participates in regular monthly department meetings
10) Performs annual reviews
11) Monitors and prepares day's receivable schedule on a monthly basis
Office Manager (Continued) Page 2
12) Assists Manufacturer's and dealer association salary surveys
13) Relieves Secretary Treasurer in his/her absence
14) Work in conjunction with the Secretary Treasurer to determine methods andprocedures to obtain requested reports or address unique problems
15) Orders office and miscellaneous supplies
16) Attends department head meetings
17) Grooms a replacement for promotion
18) Prepares leasing and financial statement reports for Dealers Association
19) Processes all month end functions to financial statement
20) Maintains and monitors computer system handling all problems when they occur
21) Verifies all accruals are correct monthly
22) Balances all accounts within the general ledger monthly
23) Verifies audit trail each a.m. for errors and corrections
24) Monitors the supervision of payroll, accounts payable, accounts receivable and sales/purchases of vehicle documentation
25) Signs all official documents for the dealership; i.e., cheques, chattels for G.M.A.C. etc.
26) Monitors and codes all expenses requiring when necessary
27) Deals with auditors when necessary
28) Knows and understands the job function of each employees under his/her directsupervision
29) Consults with individual department heads to assist in problem-solving
Office Manager (Continued) Page 3
30) Reviews specific accounts monthly which the President/General Manager request,including in-depth monitoring of the following accounts:
- Bank reconciliation's- Listing of contracts in transit ensuring no old outstanding amounts- New vehicle inventory- Used vehicle inventory- Work in progress- Factory receivables- Warranty claims- Accounts receivable
31) Reviews and reconciles wholesale liability (notes payable - new vehicle and demos) and notes payable - lease and rental units against amount shown by the financial company
32) Knows, understands and applies municipal, provincial and federal legislation as itpertains to the dealership
33) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
34) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to supervise, train and develop his/her staff. To assure all necessary accounting transactions under
his/her control are efficiently and accurately administered..
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffSuppliersGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To monitor and control all accounts receivable to assure necessary payment. Implement appropriate action to remedy outstanding balances.
2) Verifies all customer charge repair orders have a legitimate charge account
3) Mails charge repair order customer copies
4) Verified for accuracy invoices to insurance companies for repair claims
5) Monitors aged accounts and follows-up repayment of overdue accounts
6) Seeks guidance and/or assistance on problem accounts prior to contracting a collection agency
7) Processes parts and service account applications for reference checks; i.e., banks,suppliers, etc.
8) Verifies all control numbers and amounts on schedule are accurate, correctingwhen required
9) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
10) Performs other related duties
Accounts Receivable Clerk (Continued) Page 2
(4) Authority: Is given the authority to contact various agencies and institutions for preferences on credit applications.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffGeneral Public (by telephone)
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Analyses monthly accounts payable report against actual statements
2) Reconciles and pays verified accounts
3) Instigates the necessary action to ratify outstanding balances
4) Prepares cheques as required
5) Matches purchase orders to invoices
6) Posts into computer accounts payable invoices as received
7) Ensures payment is made promptly to qualify for any applicable discounts
8) Returns any unapproved invoices to the department in question
9) Prepares bank deposits daily
10) Prepares and verifies all C.P.P. and P.P.M. documents and forms are accuratelycompleted
11) Submits claims to C.P.P. and P.P.M.
12) Reconciles payment upon receipt
13) Types all stencilled memos
Accounts Payable Clerk (Continued) Page 2
14) Types correspondence for department heads/managers
15) Types and sends customer related correspondence as required
16) Ensures all mail is prepared for 3:00 p.m. pickup
17) Inspects all envelopes to ensure all addresses are type written
18) Attends department meetings as required
19) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
20) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to prepare cheques for payment onoutstanding amounts.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffSuppliersGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Is responsible for maintaining accurate and current payroll records to ensure employees are paid accurately and on time. Prepares all cheques..
8) Obtains from Accounts Receivable any employee amounts charged to their account, ensuring employee has signed authorization for deductions
9) Reviews all pays for accuracy
10) Distributes pays to appropriate managers
11) Assists in balancing T4 slips at year end
Payroll Clerk (Continued) Page 2
12) Assists in preparing payroll statistics for Government
13) Assists in preparing, monitoring and controlling employee charitable donations through payroll deductions
14) Assists in calculating all vacation pay
15) Assists in issuing all records of employment
16) Prepares any manual cheques as required
17) Notifies immediate supervisor of any payroll procedures which are not adhered to by management or staff
18) Explains all payroll deductions/benefits to new employees
19) Ensures all appropriate forms are signed and accurately completed by new employees
20) Assists in other job functions within the Administration Department
21) Attends department meetings as required
22) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to
23) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to issue cheques, and make appropriatepayroll adjustments upon approval.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffBankGeneral Public
Payroll Clerk (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Previous Payroll Helpful
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Computers, Basic Accounting
c) Specials skills and abilities: BondableCommunicationsMaintain ConfidentialityAttention to DetailAccuracyMathTypingComputersInitiativeOrganized
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Knows and understands the job description function of each non-managementposition within the department
2) Performs bank reconciliation monthly
3) Assists and troubleshoots with employees when problems occur
4) Balances posting variances daily
5) Posts cheques as required
6) Balances new vehicle deliveries outstanding to schedule
7) Assists Office Manager in variances to budget when preparing financial statements
8) Reconciles and balances all charge accounts paid; i.e., Visa, Master Card, etc.
9) Reconciles and balances all General Motors outstanding accounts
10) Ensures all employee information on computer system is current and accurate
11) Attends department meetings as required
Administration Clerk (Continued) Page 2
12) ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
13) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to fulfil the job requirements for each position he/she relieves.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffFinancial InstitutionsBank
1) Level of Education: Grade 12, Post-Secondary Accounting Helpful
2) Experience required: Previous Auto Dealership helpful
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Computer Systems helpful
c) Specials skills and abilities: BondableProblem SolvingCommunicationAnalyticalWorks well under pressureAttention to DetailInitiativePatienceWorks with minimal supervision
Administration Clerk (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Is responsible to enter all required computer documentationinto computer, exercising maximum efficiencies and effecttime utilization..
2) Experience required: Data Entry, Typing, Basic Math helpful
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Accounting, Data Entry
c) Specials skills and abilities: BondableBasic BookkeepingAttention to DetailInitiativeCommunicationDiplomacyAccuracyOrganized
Data Entry Clerk (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To answer all telephone inquiries in a friendly, courteousmanner, directing caller to appropriate receiver. Takesmessages when necessary.
2) Answers all inquiries promptly in a courteous manner
3) Distributes calls to appropriate person
4) Takes messages, placing them in each recipient's message slot
5) Types vehicle quotes and letters as requested
6) Assists Greeters when necessary for customer greeting
7) Directs customers to appropriate departments and/or personnel
8) Records all in/outs of sales staff and Department Manager
9) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
10) Performs other related duties
Switchboard/Receptionist (Continued) Page 2
(4) Authority: Is given the authority to act as a Company introductory liaison for the general public..
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To answer all telephone inquiries in a friendly, courteousmanner, directing caller to appropriate receiver. Takesmessages when necessary.
(4) Authority: Is given the authority to act as a Company introductory liaison for the general public..
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
2) Prepares payout cheques for amounts payable for each vehicle
3) Prepares and sends any lien payout cheques
4) Prepares documentation (accounting) for input into computer
5) Deals with Sales Managers for commissions
6) Verifies finance cheques when received prior to deposit
7) Takes appropriate action for any outstanding vehicle account receivable
8) Types all refunds for cancelled deals
9) Communicates with other dealers for dealer trades; i.e., costs, etc.
10) Generates cheques for purchase on dealer trades
11) Generates copy of factory invoice for License Clerk
12) Maintains service merchandising system for new vehicles not required to be onsystem
New/Used Vehicle Sales Clerks (Continued) Page 2
13) Deals with Service Managers and representatives in a prompt and helpful manner
14) Relieves Switchboard as required
15) Process paperwork for Manufacturer Programs as necessary
16) Verified balances on schedules at months end
17) Verifies the account on P.D.I. order and corrects if necessary
18) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
19) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to deal with other dealerships when required.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffOther Dealerships
c) Specials skills and abilities: MathematicsTypingCommunicationInitiativeAccuracyBondable
New/Used Vehicle Sales Clerks (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(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.
1) Prepares annual plan, establishing staffing patterns, gross sales, categorybreakdowns, cost of sale, marketing/promotional expense, plus any additional expenses to the contribution margin of the profit and loss statement
2) Monitors closely the profitability of his/her department taking prompt correctiveaction where necessary
3) Works in close co-operation with the used vehicle and leasing department in order to maximize sales potentials
4) Establishes monthly, quarterly and annual forecasts monitoring actuals againstforecast and prior year
5) Establishes and supervises new vehicle inventory control systems
6) Reviews and controls new vehicle inventory, ordering as required.
7) Establishes, monitors and controls vehicular inventory levels
8) Monitors and controls the rotation of new vehicle inventory to maximize financesaving.
Senior New Vehicle Manager (Continued) Page 2
9) Ensures dealer trades are negotiated favourable to Dealership's advantage
10) Recommends advertising strategies for maximum sales potential
11) Ensures new vehicles sales strategies are adhered to
12) Establishes departmental policies and procedures
13) Meets regularly with supervisory staff to ensure staffing and monetary efficiencies are maintained
14) Reviews and monitors performance of all staff reporting directly to him/her
15) Maintains a constant awareness of CSI levels within the dealership in orderto obtain higher index levels
16) Handles difficult customer complaints to ensure customer satisfaction immediately
17) Conducts weekly sales management meetings
18) Attends department head meetings
19) Conducts weekly new vehicle sales meetings as required
20) Prepares sales meeting formats for Sales Department
21) Monitors and reviews blue log for daily evaluation of individual salesrepresentatives performance with Assistant New Vehicle Manager
22) Reviews daily, weekly and monthly logs to ensure each is accurate and current
23) Ensures desk schedule is followed
24) Recruits and interviews sales staff as required
25) Attends G.M. seminars as required
26) Monitors lot activity to minimize lot damage expenses
27) Ensures all general and new vehicle sales department policies are followed
28) Supervises his/her department heads in establishing training programs, includingproduct knowledge and competitive activity
Senior New Vehicle Manager (Continued) Page 3
29) Contacts his/her share of management call backs
30) Supervises and monitors Greeters functions and schedules
31) Reviews and supervises sales representatives schedule plan with each individual
32) Recommends and reviews corrective measures for individual performers, assisting individuals when necessary
33) Assists in training sales staff when necessary
34) Performs annual reviews
35) Trains a replacement
36) Knows and understands hiring and termination legislation
37) Prepares and reviews sales representatives compensation agreement with theGeneral Manager on a regular basis
38) Designs and implements promotional programs and employee incentive programswithin his/her department
40) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
41) Knows, understands and applies all municipal, provincial and federal legislation as it pertains to the dealership
42) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to plan, organize, direct and control his/herdepartment within predetermined budgetary guidelines..
Relationships with: Sales Management and StaffLease Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
Senior New Vehicle Manager (Continued) Page 4
(5) Job Requirements:
1) Level of Education: Grade 12, post-secondarymanagement training helpful
2) Experience required: Previous sales management
3) Qualifications:
a) Expert knowledge of: Preferable Manufacturer policies, warranties, direct sales
b) Working exposure to: Statistics, computers,general accounting
c) Specials skills and abilities: Instructional SkillsExtrovertPeople SkillsData EvaluationDecision MakerInitiativeAttention to DetailBondableDiplomacyCommunicationDelegationAmbitiousMaintains ConfidentialityMotivator
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
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.
2) Contacts financial institutions for credit approvals from prior day
3) Enters delivery dates and times into master log
4) Prepares work orders and notifies Sales Reps re: each delivery
5) Prepares, enters on computer any/all documentation for final delivery, i.e.,finance contracts, extended warranty forms, insurance forms
6) Notifies New Vehicle Manager of any undelivered vehicles and reschedulesinto log
7) Contacts any clients for additional information for finance companies
8) Schedules work hours for business department
9) Records gross profit and items sold to each customer on daily log book
10) Forecasts average dollar sales per vehicle monthly and annually for new and used vehicles
Business Manger (Continued) Page 2
11) Monitors sales against forecast on a year-to-date and prior year basis
12) Trains Sales Reps on proper turnover to business office
13) Trains and supervises Business Clerks
14) Prepares month end sales reports for extended warranties and insurance
15) Meets with customers taking delivery for finalization and signing of appropriate documents
16) Prepares final insurance documentation
17) Performs annual reviews
18) Attends Tuesday morning sales meeting alternating with Business Clerks
19) Maintains current aftermarket product knowledge
20) Handles all insurance claims; i.e., thefts, accidents, etc.
21) Attends Manufacturer's and training seminars
22) Totals and balances all cash receipts and deposits
23) Handles all collections; i.e., bounced cheques pertaining to sales department
24) Reports to New Vehicle Manger, Secretary Treasurer, Vice-President, General Manager and President weekly number of units delivered and number of units left in system
25) Process all delivered vehicles re: aftermarket commissions
26) Sources and identifies new and improved aftermarket products
27) Maximizes gross profit margins to achieve or exceed quotas
28) Monitors and controls department expenses to maximize cost efficiencies
29) Verifies pricing schedules monthly against competitive dealers
30) Attends weekly department head meetings
31) Grooms a replacement
Business Manager (Continued) Page 3
32) Recruits, hires and trains business staff
33) Knows and understands municipal, provincial and federal legislation pertainingto the dealership
34) Designs promotional and incentive customer programs
35) Handles difficult customer complaints
36) Sets up reserve accounts to deal with rust claims and repossessions
37) Checks in, signs for and makes any claims pertaining to repossessions as perGMAC agreement
38) Calculates SMART lease proposals, corrects same if necessary and sets-up systemfor follow-up
39) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
40) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to sign finance contracts and handle cash payments
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffFinancial InstitutionsSuppliersGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Responsible for selling, financing, chemicals, warrantiesand insurance to sold customers and obtainingpredetermined sales quotas within budgetary guidelines.
2) Contacts financial institutions for approvals from prior day
3) Enters delivery dates and times onto master log
4) Prepares work orders and notifies Sales Reps re: each delivery
5) Delivers "delivery work orders" to P.D.I. Manager
6) Prepares, enters on computer any/all documentation for final delivery; i.e.finance contracts, extended warranty forms, insurance forms
7) Informs Used Vehicle Manager of any used vehicle approved transactions andvehicle financing approved
8) Discussed with New and Used Vehicle Managers any problems relating to problem financing
9) Meets with customers taking delivery for finalization and signing of appropriatedocuments
10) Contacts any clients for additional information for finance companies
Assistant Business Manager (Continued) Page 2
11) Sends credit information through FAX machine to appropriate finance sources
12) Totals month end sales and logs salesmen average per vehicle
13) Records gross profit and items sold to each customer in daily log book whenrequired
14) Trains Sales Reps on proper turnover to business office when required
15) Prepares final insurance documentation when required
16) Attends Manufacturer and training seminars
17) Assists in handling all insurance claims; i.e., thefts, accidents, etc.
18) Maintains current aftermarket product knowledge
19) Attends Tuesday morning sales meeting alternating with the Business Manager
20) Totals and balances all cash receipts and deposits
21) Handles all collections; i.e., bounced cheques pertaining to sales department whenrequired
22) Assists in working unapprovable deals to acceptable transaction levels; i.e.,changing vehicles,
23) Maximizes gross profit margins to achieve or exceed quotas
24) Handles customer complaints notifying Business Manager when unsolvable
25) Process all delivered vehicles re: aftermarket commissions when required
26) Knows, understands and applies municipal, provincial and federal legislationas it pertains to the dealership
27) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to
28) Performs other related duties
Assistant Business Manager (Continued) Page 3
(4) Authority: Is given the authority to sign finance contracts and handlecash payments.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffFinancial InstitutionsSuppliersGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Is responsible for developing new fleet business while maintaining existing client base in order to achieve predetermined sales objectives.
1) Notifies receptionist upon arrival and departure each day
2) Determines fleet vehicles for delivery within seven days
3) Contacts individual drivers to set appointments for delivery
4) Prepares delivery receipts and appropriate documentation for current day deliveries
5) Ensures client inspects vehicle and signs documentation prior to receiving vehicle
6) Installs license plates as required
7) Explains warranty policy and owners manual to client
8) Prepares client invoices, sending client copies and one copy to Administration
9) Inspects all drop offs for mileage, scratches and dents
10) Follows-up on all accounts on a regular basis
11) Makes cold calls to develop new business when time permits
12) Handles all initial customer complaints and follow up to ensure customersatisfaction is achieved
Fleet Manager (Continued) Page 2
13) Determines sales objectives on a monthly basis
14) Deals with lease companies
15) Attends department meetings as required
16) Verifies status of vehicles on order upon customer request
17) Assists Senior New Vehicle Manager for ordering inventory
18) Attends Manufacturer's seminars and training programs when necessary
19) Relieves Sales Managers when required
20) Accepts orders from lease and fleet companies
21) Orders all necessary vehicles from Manufacturer
22) Meets, greets and assists fleet customers as time permits
23) Assists in properly documenting fleet and competitive equalization rebates
24) Prepares introductory mailing for target audience
25) Prepares second mailing for follow-up
26) Follows-up each mailing by telephone
27) Prepares and presents sales presentations
28) Follows-up on presentation for quotes, tenders or sales
29) Assists in pricing fleet vehicles applying all request options
30) Obtains licensing information from clients
31) Determines delivery dates with clients
32) Understands dealership lease/sales agreements
33) Demonstrates requested vehicles as required
34) Prepares all necessary fleet documentation for typing and processing
Fleet Manager (Continued) Page 3
35) Obtains all necessary purchase orders or deposits on vehicles for delivery
36) Attends trade meetings, seminars, new vehicle shows, N.A.F.A. meetings andlocal board of trade meetings when applicable
37) Adheres to company "Commitment to Excellence" delivery procedures
38) Forecasts dollars and units monthly, semi-annual and annual sales
39) Attends weekly managers meetings
40) Obtains approval from Senior New Vehicle Manager on any speciality or in limited supply vehicles prior to selling
41) Knows, understands all municipal, provincial and federal legislation as it pertains to the dealership
42) Ensures all safety policy and procedures in accordance with IAPA, WHIMS and company are strictly adhered to
43) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to develop new clientele and maintain existing client base through direct customer contact and follow-updeals with lease companies.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffLease CompaniesGovernment and AgenciesGeneral Public
2) Experience required: Valid consumer and commercial motor vehicle dealers sales license
3) Qualifications:
a) Expert knowledge of: Office administration
b) Working exposure to: Direct and telephone sales
c) Specials skills and abilities: BondableSafe Driving RecordAttention to DetailCommunicationorganizationalPresentable AppearanceEnergeticEnthusiasticAbility to follow-upWorks with minimum supervisionPatienceGood ListenerPleasant PersonalityTeam Player
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Is responsible to develop new business while servingand maintaining existing business at a corporate leveland to achieve predetermined sales objectives.
1) Notifies receptionist upon arrival and departure each day
2) Organizes daily plan
3) Verifies inventory levels for trucks
4) Orders new trucks upon approval from Senior New Vehicle Manager
5) Prepares target client list
6) solicits new business
7) Prepares introductory mailing for target audience
8) Prepares second mailing identifying any special promotions
9) Follows-up each mailing by telephone or personal contact
10) Prepares and presents sales presentations
11) Follows-up on presentations for quotes, tenders or sales
12) Applies license plates and delivers vehicles when necessary
Truck Specialist (Continued) Page 2
13) Assists Senior New Vehicle Manager in verifying truck orders in system; i.e., inventory, costing on computer, etc.
14) Attends weekly sales meetings
15) Meets with clients determining their needs
16) Prepares specific proposals and quotations for clients
17) Demonstrates requested vehicles as required
18) Obtains agreement to lease or purchase accompanied with deposit or purchase order
19) Obtains clients insurance policy copy or copy of motor vehicle liability insurancecard
20) Recommends advertising and promotional programs
21) Contacts new and existing clients on a regular basis for client follow-up
22) Attends trade meetings, seminars, new vehicle shows and local board of trade when required
23) Adheres to company "Commitment to Excellence" delivery procedures
24) Maintains a current file on each client
25) Assists in forecasting dollars in units monthly, semi-annual and annual sales
26) Knows and understands warranties, after market products, chemicals andmanufacturers warranties
27) Walks new and used lot at least twice a week for general inventory knowledge
28) Maintains current products knowledge, benefits and features for comprehensivesales presentations
29) Maintains a "Commitment to Excellence" average above Toronto Manufacturer'szone average in each category
30) Prospects and follows-up referrals regularly
31) Purifies files of all un-sold clients
Truck Specialist (Continued) Page 3
32) Retrieves dealer locates when required
33) Introduces each sold client to the Business Manager
34) Maintains a working knowledge of all facets of wholesale and retail leasingpolicies and procedures
35) Co-ordinates orders with aftermarket equipment manufacturers
36) Knows and understands current G.M. retail and fleet marketing programs
37) Maintains new truck display in appropriate fashion at all times
38) Relieves on sales desk as required
39) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
40) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to negotiate with suppliers and manufacturers,
ordering required inventory. May develop and finalize allaspects of a sale..
Relationships with: Sales Management and StaffLease Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffGovernment AgenciesGeneral Public
1) Level of Education: Grade 12, valid drivers' license, validconsumer and commercial motor vehicledealer sales license
2) Experience required: Previous truck sales
Truck Specialist (Continued) Page 4
3) Qualifications:
a) Expert knowledge of: Trucks and warranties
b) Working exposure to: Computers, basic statistics, accounting
c) Specials skills and abilities: BondableCommunicationPeople SkillsInitiativeAttention to DetailSalesWorks with minimal supervisionSafe Driving RecordOrganizationalPresentable AppearanceEnergeticEnthusiasticAbility to follow-upPatienceGood ListenerPleasant PersonalityTeam Player
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(1) Approved Job Title: Assistant New Vehicle Manager
Department: Sales Department
Division/Area: New Vehicle Sales
Reports To: Senior New Vehicle Manager
Posts Supervised: Sales Representatives, Lot Persons____________________________________________________________________________
(2) Basic Function: Is responsible for ensuring sales staff perform to dealershipstandards while achieving predetermined sales objectiveswithin budgetary guidelines.
1) Provides sales staff his/her undivided attention, assisting in superior sellingtechniques
2) Ensures showroom is adequately covered at all times by sales people
3) Ensures blue sales log is current and accurately maintained at all times
4) Controls each sales negotiation for maximization of gross profit levels
5) Monitors sales representatives daily activities for owner follow-up, deliveries,appointments and paperwork
6) Reviews individual gross dollars in unit performance
7) Assists in developing high close ratios with all sales staff
8) Monitors staff for individual low performance trends
9) Assists low performing individuals
10) Monitors sales representatives deliveries, to ensure G.M. "Commitment toExcellence" and all dealership procedures are applied
11) Ensures sales representatives turn customer over to the Business Officeupon each sales completion
Assistant New Vehicle Manager (Continued) Page 2
12) Ensures showroom and new vehicle lot display area are maintained in aclean neat orderly fashion
13) Ensures showroom and display areas are rearranged on a weekly basis
14) Ensures new vehicle lot display is washed on a weekly basis, weatherpermitting
15) Ensures any damage or mechanical failure to new vehicles are repairedimmediately
16) Ensures vehicles in new vehicle lot display are free of snow during winter months
17) Contact his/her share of management call backs
18) Co-ordinates dealer trades and negotiates favourably to North York's Advantage
19) Ensures all policies and procedures are followed
20) Assists in forecasting monthly, quarterly and annual, new car sales year-to-dateand versus prior year
21) Achieves all forecast projections
22) Ensures weekly morning meetings are held with complete attendance
23) Assists Senior New Vehicle Manager in developing new vehicle and truck adformats, contests and promotions
24) Assists in interviewing and hiring new sales staff
25) Assists in performing annual reviews of sales staff
26) Communicates all Manufacturer's product updates to sales staff
27) Recommends and implements a training program for competitive productknowledge
28) Assists in establishing, monitoring and controlling vehicular inventory levels
29) Assists D.C.S. Operator when required
30) Maintains a good working relationship with other department managers
Assistant New Vehicle Manager (Continued) Page 3
31) Knows, understands and applies all municipal, provincial and federal legislationas it pertains to the dealership
32) Attends sales training seminars as required
33) Develops and grooms a replacement for promotion
34) Performs other related duties____________________________________________________________________________
(4) Authority: Is given the authority to negotiate with sales, assist in orderinginventory and supervise sales staff..
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
a) Expert knowledge of: Manufacturer's products preferable
b) Working exposure to: Basic statistics helpful, computers
Assistant New Vehicle Manager (Continued) Page 4
c) Specials skills and abilities: BondableAttention to DetailCommunicationPeople SkillsAmbitiousMaintains ConfidentialityMotivatorPleasant PersonalityPatienceGood ListenerGood CloserPersuasiveEnergeticPresentable Appearance
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Plans and organizes daily routine: i.e., owner follow-up, un-sold customers,confirmation of outstanding delivery dates and times
2) Maintains current product knowledge benefits and features for comprehensivesales presentations
3) Prepares annual sales and delivery forecasts
4) Adheres to company "Commitment to Excellence" delivery procedures
5) Maintains a "Commitment to Excellence" average above the TorontoManufacturer's zone average in each category
6) Telephones all sold customers within seven days of vehicle delivery for satisfaction levels
7) Consistently strives to maximize customer satisfaction
8) Prospects customers on and off the dealership on a regular basis
9) Prospects and follows-up referrals daily
10) Maintains files on all sold and unsold customers
11) Introduces each sold client to a Business Manager
Sales Representatives (Continued) Page 2
12) Attends a participates in all weekly morning general sales meetings
13) Notifies switchboard upon arrival and leaving each day
14) Walks new and used vehicle lots at least twice a week for general inventoryknowledge
15) Maintains a working knowledge of all products for sale including warranties,chemicals and finance plans
16) Attends Manufacturer's training sessions and meetings as required
17) Maintains a working knowledge in all facets of retail leasing policies andprocedures
18) Ensures management approval is obtained prior to offering any discounts/incentives to customers
19) Promotes Dealership in a positive image at all times
20) Abides by committee decisions on any/all split deals
21) Maintains a high score average in product knowledge quizzes
22) Attends and participates in off showroom floor activities; i.e., auto shows, etc.
23) Knows, understands and applies the motor vehicle dealers act the businesspractices act, consumer protection act, competition act and any other acts asthey may relate to his/her job
24) Obtains prior management approval for any advertising
25) Refrains from smoking when in presence of customers
26) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
27) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to complete sales transactions in accordancewith approved corporate policies and procedures.
Sales Representatives (Continued) Page 3
Relationships with: Sales Management and StaffLease Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(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.
1) Level of Education: Grade 12/equivalent, valid drivers' license,
2) Experience required: Safe driving record
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
Lot Attendant (Continued) Page 3
c) Specials skills and abilities: Attention to DetailSafe Driving RecordInitiativeCommunicationBondableClean, Presentable AppearanceWorks with minimal supervisionPleasant PersonalityGood Physical Condition
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Assumes responsibility for truck and used vehicle department objectives andresults
2) Ensures Tuesday and Saturday morning sales meetings are held withcomplete attendance
3) Reviews sales representatives daily log for activities for owner follow-up,deliveries, appointments, paperwork, etc.
4) Reviews and controls used vehicle inventory (retail mixture/ wholesaling)
5) Develops used vehicle, truck ad formats, contests and promotion
6) Ensures all policies and procedures are followed
7) Interviews and assists in training new sales staff
8) Supervises Assistant Used Vehicle Sales Manager
9) Performs annual reviews
10) Interviews, develops and assists low performing individuals
Used Vehicle Sales Manager (Continued) Page 2
11) Contacts his/her share of management call backs
12) Knows and is skilled in retail and wholesale lease calculations
13) Develops and grooms a replacement for promotion
14) Attends department head meetings as required
15) Achieves all forecast projections
16) Knows, understands and applies all municipal, provincial and federal legislation as it pertains to the dealership
17) Ensures all general sales department dealership policies are followed
18) Establishes and supervises uses vehicle inventory control system
19) Determines advertising budget
20) Reviews daily, weekly and monthly logs to ensure each is accurate andcurrently maintained
21) Handles difficult customer complaints to ensure customer satisfaction
22) Establishes departmental policies and procedures
23) Establishes monthly, quarterly and annual forecasts monitoring actuals againstforecast and prior year
24) Prepares annual plan, establishing staffing patterns, gross sales, categorybreakdowns, cost of sale, marketing/promotional expense plus any additionalexpenses to the contribution margin of the profit and loss statement
25) Monitors daily the profitability of his/her department, taking prompt correctiveaction when necessary
26) Meets regularly with supervisory staff to ensures staffing and monetary efficiencies are maintained
27) Knows and understands all job positions under his/her control
28) Knows and understands all facets of licensing, safety checks and documentation
29) Appraises accurately all vehicles tendered for trade
Used Vehicle Sales Manager (Continued) Page 3
30) Decides whether to proceed with reconditioning of prospective retail based on cost efficiencies
31) Appraises all leased coming off lease and purchases all vehicles for resale/wholesale
32) Determines all retain selling prices
33) Attends training/seminars as required
34) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
35) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to plan, organize, direct and control his/herdepartment within predetermined budgetary guidelines. Hasauthority to handle and complete all wholesale transactions.
Relationships with: Sales Management and StaffLease Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffSuppliersGeneral Public
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: Used Vehicle Sales within Dealership
3) Qualifications:
a) Expert knowledge of: Personnel Management
b) Working exposure to: N/A
Used Vehicle Sales Manager (Continued) Page 4
c) Specials skills and abilities: BondableMechanically InclinedPeople SkillsInitiativeAttention to DetailCommunicationAmbitiousNegotiation SkillsDecisiveGood MemoryGood ListenerPatienceWorks well under pressure
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
15) Ensures each sales negotiation achieves maximum gross profit levels
16) Reviews daily traffic log
17) Achieves all forecast projections
18) Knows, understands and applies all municipal, federal and provinciallegislation as it pertains to the dealership
19) Ensures used vehicle management procedures are adhered to; i.e., turnpolicy, pricing and wholesaling
20) Assists in appraising vehicles accurately, consistent with parked conditions
21) Monitors inventory weekly to ensures predetermined turns are achieved
22) Maintains an attractive display presentation for retail vehicles
23) Walks lot daily with Lot Attendant
24) Ensures all displayed vehicles are clean and presentable
25) Informs Used Vehicle Sales Manager of any vehicles approaching the ninetyday cut off
26) Informs Used Vehicle Sales Manager of any vehicles which should be disposedof rapidly
27) Ensures all sales representatives are punctual and ready to start work when required
28) Handles any/all customer problems that fall within warranty guidelines
29) Handles all difficult customer complaints to ensure complete customersatisfaction
30) Prepares all work orders for reconditioning of used vehicles for retailpurposes.
Assistant Used Vehicle Sales Manager (Continued) Page 3
31) Ensures used vehicle lot display is clean and free of debris, snow and ice asrequired
32) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
33) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to train and supervise reporting staffunder his/her control.
Relationships with: Sales Management and StaffLease Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: Dealership Sales
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Mechanically Inclined
c) Specials skills and abilities: BondablePeople SkillsPersonnel ManagementInitiativeAttention to DetailCommunicationAmbitiousMaintains ConfidentialityGood MemoryGood ListenerPatience
Assistant Used Vehicle Sales Manager (Continued) Page 4
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Attends and participates in all weekly general sales meetings
2) Attends daily scheduled sales meetings pertaining to his/her shift
3) Notifies switchboard upon arrival and departure each day, i.e.: lunch
4) Plans and organizes daily routine; i.e. owner follow-up, unsold customers, confirmation of outstanding delivery dates and times
5) Walks used vehicle lot daily for general inventory knowledge
6) Maintains a working knowledge of all products for sale including warrantiesand chemicals
7) Prepares monthly and yearly sales and delivery forecasts
8) Prospects and follows-up referrals regularly
9) Attends Manufacturer's training sessions and meetings as required
10) Maintains files on each owner sold
11) Purifies files of all unsold clients
Used Vehicle Sales Representative (Continued) Page 2
12) Introduces each sold client to the Business manager
13) Completes daily report of all contacts made each day
14) Verifies all deliveries are ready for customer delivery prior to customer arrival
15) Ensures all customer requested additions are completed prior to vehicle delivery
16) Accompanies customers on vehicle demonstrations
17) Introduces the customer to a dealership tour
18) Knows, understands and applies all municipal, provincial and federal legislationas it pertains to the dealership
19) Ensures used vehicle retail lot is neat and presentable at all times, assistingwhere necessary.
20) Monitors each individual sales transaction through until final delivery
21) Assists Lot Attendant for starting all display vehicles on a daily basis
22) Ensures work station is clean, neat and tidy at all times
23) Maintains a clean neat presentable appearance
24) Ensures that no smoking will take place in the Used Vehicle office
25) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
26) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to complete sales transactions with priorapproval.
Relationships with: Sales Management and StaffLease Management and StaffService Management and StaffBody Shop management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
Used Vehicle Sales Representative (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: N/A
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Retail Sales Helpful
c) Specials skills and abilities: BondablePeople SkillsCommunicationInitiativeAttention to DetailGood ListenerPatiencePersistence
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Is responsible for the repairing of vehicles applying workmanship, quality of excellent standards whileexercising effective time utilization for maximumproductivity.
1) Reports to Control Tower to obtain designated daily work
2) Accepts work assignments only from Control Tower or used Vehicle SalesManager
3) Reviews repair order with Control Tower when job is assigned and when completed
4) Road tests vehicles when required to confirm problems
5) Follows up on any problems reported on used vehicle inspection report
6) Advises Control Tower/Used Vehicle Sales Manager of any work notrecorded requiring addition time and authorization
7) Exercises precaution to ensure cleanliness of customer vehicles, i.e. seat covers,floor mats, fender covers, etc.
8) Submits hard copy of work order to parts department to obtain authorized parts
9) Notifies Control Tower/Used Vehicle Sales Manager of additional work requiringauthorization
Reconditioning Technician (Continued) Page 2
10) Returns each work order to Control Tower immediately upon job completion
11) Returns any incomplete work orders to Control Tower at days end
12) Reviews and files Manufacturer's warranty policies and procedures on all warranty work
13) Reviews all Manufacturer's service bulletins and completes monthly technical guild exams
14) Maintains technician guild standards
15) Ensures all special tools/equipment are/is maintained in proper working condition
16) Reports all damage or malfunctioning special tools or equipment to ServiceManager
17) Returns all special tools/equipment upon job completion or at days end
18) Maintains a clean, neat personal appearance
19) Sweeps and maintains a clean, neat workstation
20) Attends department meetings as required
21) Refrains from smoking, eating or listening to ratio in customer or company vehicles
22) Maintains a high production level through efficient work practice
23) Follows diagnostic and repair procedures recommended by Manufactureror those whichare consistent with acceptable repair methods approved by shopmanagement
24) Wears appropriate safety/protective gear at all times
25) Attends training seminars for upgrading purposes as required
26) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
27) Performs other related duties______________________________________________________________________________
Reconditioning Technician (Continued) Page 3
(4) Authority: Is given the authority to repair vehicles assigned and recommendedto work required to efficient safe vehicle functioning.
Relationships with: Sales Management and StaffService Management and StaffBody Shop management and StaffParts Management and Staff
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Ensures retail vehicles are clean, in proper location and filled with fuel
2) Reports any mechanical problems; i.e., engine skipping, will not start, flat tires, etc. immediately
3) Washes all vehicles from prior days bad weather, including those which are dustyor as scheduled
4) Reports missing or torn warranty stickers
5) Changes retail display at least twice weekly as directed
6) Parks wholesale vehicles in appropriate location as required
7) Parks and rearranges retail bull pen
8) Affixes price stickers as necessary
9) Maintains the general appearance of the used vehicle display lot in a clean andorderly fashion
10) Reports any irregularities and/or malfunctions of; i.e., banners, signs, lightstandards, etc.
11) Ensures all vehicle keys are returned to keyboard
Used Vehicle Lot Attendant (Continued) Page 2
12) Reports any missing keys immediately
13) Ensures all retail sold vehicles are clean, filled with fuel and ready for delivery
14) Ensures all sidewalks surrounding building and entrances into building are clean,free of debris, snow and/or ice
15) Ensures all retail vehicles are free of snow
16) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
17) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to ensure the efficient functioning cleanlinessstandards of the used vehicle lot, covering wholesale and retail asdirected by his/her supervisor.
Relationships with: Sales Management and StaffGeneral Public
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: Safe Driving Record
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Mechanically inclined
c) Specials skills and abilities: BondableCommunicationAttention to DetailHonestyReliabilityWorks with minimal supervision
Used Vehicle Lot Attendant (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To provide a friendly and courteous welcome greetingfor all customers entering the showroom. Introducecustomers by name to appropriate sales/leaserepresentative.
1) Ensures his/her showroom workstation is tidy and neat at all times
2) Ensures Greeter station is organized with appropriate forms
3) Maintains a clean neat professional appearance
4) Escorts customers required to wait for an individual sales representative tosnack bar/reception area, offering refreshments
5) Transcribes prior days blue log data onto master log
6) Distributes photocopies of master log to President, General Manager, Senior NewVehicle Manager and Assistant New Vehicle Manager by 10:00 a.m. daily
7) Identifies sales representatives "up" rotation and notifies sales representativesof their positioning
8) Greets customers entering new vehicles areas
9) Uses appropriate form to obtain customer name and type of vehicle desired
10) Introduces customers to appropriate sales/lease representative
11) Enters customer and sales representatives names on white log
Greeter (Continued) Page 2
12) Delivers traffic forms to on duty Desk Manager
13) Notifies next "on deck" sales representatives
14) Reports immediately to the Senior New Vehicle Manager if "up" rotationsystem is not being followed
15) Keeps on duty Manager advised of showroom activity or sales representativeshortages
16) Constantly circulates throughout showroom to ensure potential clients aregreeted immediately
17) Compiles weekly and monthly statistics
18) Verifies brochure racks are full and organized
19) Notifies Sales Manager of any shortages
20) Notifies switchboard and on duty Desk Manager when taking breaks or lunch
21) Relieves switchboard if requested by management
22) Telephones customers for customer telephone follow-up evaluations
23) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
24) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to act as an initial goodwill ambassador for the dealership.
Relationships with: Sales Management and StaffGeneral Public
b) Working exposure to: Working with the general public helpful
c) Specials skills and abilities: BondablePeople SkillsCommunicationCongenial Personality
Attention to DetailStatistical AbilitiesPresentable AppearanceFriendlyPleasant Telephone VoiceCourteous
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To provide a friendly and courteous welcome greetingfor all customers entering the showroom. Introducecustomers by name to appropriate sales/leaserepresentative.
b) Working exposure to: Working with the general public helpful
c) Specials skills and abilities: BondablePeople SkillsCommunicationCongenial Personality
Attention to DetailStatistical AbilitiesPresentable AppearanceFriendlyPleasant Telephone VoiceCourteous
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Reports all new vehicle delivery report forms to Manufacturer via D.C.S.
2) Inputs all sold and in stock orders from previous day via D.C.S.
3) Retrieves D.C.S. Manufacturer communications
4) Distributes to personnel; i.e., weekly activity report, weekly sales report, etc.
5) Retrieves all dealer order confirmations
6) Verifies accuracy of all dealer order confirmations
7) Corrects all errors/omissions
8) Compares Manufacturer order acknowledgements to computer printout and dealerorder sheets
9) Files all dealer order confirmations with order forms
10) Prepares all customer sold factory order files
11) Assists in vehicle order inventory control
12) Prepares in stock inventory counts by model each Monday morning
D.C.S. Operator (Continued) Page 2
13) Prepares and distributes copies of inventory count to President, Vice-President, General Manager and Senior New Vehicle Manager
14) Verifies and ensures that all pricing of new vehicles is correct and that anyadditions are added to the price appropriately
15) Enters new stock into inventory files
16) Revises computer status of all new vehicles; i.e., preference, in transit, etc.
17) Prints price stickers for all vehicles received when required
18) Prints, sorts and files all actual pricing sheets
19) Performs file save at each days end as required
20) Handles sales representatives inquiries
21) Purges hand written Manufacturer orders on a daily basis upon vehicle arrival
22) Reviews all outstanding orders
23) Verifies with appropriate sales representative if any additions, changes ordeletions may be required; i.e., factory options which may be on hold
24) Ensures all stock cards on incoming vehicles are provided and accurate
25) Ensures all pre-sold new vehicles which have been cancelled are entered ininventory system
26) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
27) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to interact via D.C.S. with Manufactureras required
Relationships with: Sales Management and StaffLease Management and StaffAdministration Management and StaffManufacturer
D.C.S. Operator (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Typing, computer input
3) Qualifications:
a) Expert knowledge of: Computer keyboarding
b) Working exposure to: Basic accounting
c) Specials skills and abilities: BondableFlexibilityAttention to DetailCommunicationPatienceWorks with minimal supervisionConscientiousPeople SkillsOrganizational
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Is responsible for selling financing, chemicals, warrantiesand insurance to sold customers and obtainingpredetermined sales quotas within budgetary guidelines.
2) Contacts financial institutions for credit approvals from prior day
3) Assists in the preparation of month end sales reports for extended warranties andinsurance
4) Meets with customers taking delivery for finalization and signing of appropriatedocuments
5) Prepares final insurance documentation
6) Attends Tuesday morning sales meeting alternating with Business Manager
7) Maintains current aftermarket product knowledge
8) Handles all insurance claims; i.e., thefts, accidents etc.
9) Attends G.M. and training seminars as required
10) Totals and balances all cash receipts and deposits
11) Handles all collections; i.e., bounced cheques pertaining to sales department
12) Trains Sales Representatives on proper turnover to Business Office
Business Clerk (Continued) Page 2
13) Reports to New Vehicle Manager, Secretary Treasurer, Vice-President, GeneralManager and President weekly number of units delivered and number of units leftin system
14) Process all delivered vehicles re: aftermarket commissions
15) Sources and identifies new and improved aftermarket products
16) Maximizes gross profit margins to achieve or exceed quotas
17) Verifies pricing schedules monthly against competitive dealers
18) Attends weekly department head meetings
19) Knows and understands all municipal, provincial and federal legislation as itpertains to the dealership
20) Designs promotional and incentive customer programs
21) Handles difficult customer complaints
22) Assists in the set up of reserve accounts to deal with rust claims and repossessions
23) Checks in, signs for and makes any claims pertaining to repossessions as perGMAC agreement
24) Calculates SMART lease proposals, corrects same if necessary and sets-up systemfor follow-up
25) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
26) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to Sign finance contracts and handle cashpayments.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and Staff
c) Specials skills and abilities: BondableInitiativeOrganizationAttention to DetailCommunicationPeople SkillsGood ListenerPatience
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Top effectively operate and control the Leasing Departmentactivities and staff in a cost efficient basis while increasinggross sales to obtain or surpass predetermined corporateobjectives..
1) Reviews daily vehicles due for expiration of lease and renewal on a weekly basis
2) Verifies all lease transactions from previous day
3) Reviews out of service vehicles, accident reports
4) Reviews receivable overaged report
5) Reviews quotations for corporate leasing enquiries including all new lease clients
6) Inspects vehicles for delivery verifying cleanliness, correct equipment anddamage when necessary
7) Informs and distributes to dealership Sales Reps notification of forthcomingrenewals
8) Reviews major fleet account with Fleet Manager regarding ordering, accidents,renewals and off make, etc.
9) Recruits, hires and trains departmental staff
10) Reviews daily and weekly Lease Representatives objected daily plan against actual
Lease Manager (Continued) Page 2
11) Reviews and presents both corporate and individual leasing proposals
12) Reviews any changes in manufacturers fleet rebate programs
13) Verifies and approves all applications for credit for lease vehicles
14) Issues purchase order for out of province new vehicles
15) Reviews depreciation on each new lease
16) Verifies mileage of all vehicles for disposal, sales option or wholesales
17) Prepares disposal report on all corporate accounts
18) Sells disposal units through option to purchase, wholesale or used vehicledepartment
19) Prepares list for rate protection on interest for all factory orders
20) Attends department head meetings
21) Performs annual reviews
22) Determines/recommends department expense budget
23) Establishes monthly, quarterly, semi-annual & annual forecasts in units & dollars
24) Analysis actual statistics against forecasts on a monthly and year-to-date versusprior year basis
25) Maximizes efficiencies to obtain a high gross margin through efficient cost control
26) Investigates customer complaints with Service Manager
27) Attends seminars when necessary
28) Grooms a replacement
29) Monitors and controls leasing loner cars for mileage and cleanliness, etc.
30) Handles all insurance claims settlements
31) Calculates buy out figures for customers
Lease Manager (Continued) Page 3
32) Handles and locates all repossessions
33) Assists Leasing Reps in finalizing sales
34) Monitors Leasing Reps floor schedule daily
35) Prepares and expedites all P.D.I. orders
36) Verifies and commissions all lease transactions
37) Approves and signs all lease contracts
38) Prepares advertising/promotional programs
39) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to authorize the ordering of vehicles andapproval of new clients, both corporate and individual.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
2) Experience required: Previous exposure to leasing, auto sales and/or management
3) Qualifications:
a) Expert knowledge of: Used vehicle market
b) Working exposure to: Fleet administration, customer relations
Lease Manager (Continued) Page 4
c) Specials skills and abilities: BondableCommunicationSalesAnalyticalPersonnel ManagementAttention to DetailCongenial Personality
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To assist in effectively operating and controlling theLeasing Department activities and its staff on a cost efficient basis while increasing gross sales to obtain or surpass predetermined corporate objectives..
46) Prepares and expedites all P.D.I. orders when necessary
47) Verifies and commissions all lease transactions when required
48) Performs other related duties Monitors and controls leasing loner cars for mileageand cleanliness, etc.
Assistant Lease Manager (Continued) Page 4
4) Authority: Is given the authority to approve new clients both corporate andindividual.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
2) Verifies with Senior Accounting Clerk for any messages, complaints or problems
3) Prepares and organizes daily plan
4) Telephones prospective clients to generate awareness and interest
5) Arranges sales presentation appointments
6) Meets with clients, determining their needs
7) Prepares specific proposals and quotations for client presentation
8) Demonstrates requested vehicles as required
9) Obtains signed agreement to lease accompanied with deposit
10) Assures credit application is complete and accurate
11) Obtains client insurance policy copy or copy of motor vehicle liability insurancecard
12) Prepares detail agreement to lease and delivers to Lease Manager
Lease Representative (Continued) Page 2
13) Verifies against factory invoice that all requested options/equipment on Agreement to lease is/are installed prior to delivery
14) Delivers vehicle to customer as required
15) Assures vehicles are correctly licensed and installs plates
16) Assures all lease contracts are properly signed and sealed with corporate seal ifnecessary
17) Obtains first month lease payment plus pro-rate for current month
18) Completes and countersigns used vehicle condition report, verifying mileage and any damage, ensuring that the drivers signature is obtained
19) Places returned used vehicle to compound and attaches used vehicle report and key, delivering to Lease Manager
20) Prepares weekly sales plan and reviews prior week results for review withmanager
21) Prepares mailing piece for clients offering new products, special promotions,factory incentives, etc.
22) Recommends advertising/promotional programs
23) Contacts new and existing clients quarterly for client follow-up
24) Attends trade meetings, seminars, new car shows as required
25) Adheres to company commitment to excellence delivery procedures
26) Maintains current file on all clients
27) Attends Manufacturer training seminars
28) Forecasts dollars in units monthly, semi-annual and annual sales
29) Attends Monday morning sales meeting
30) Knows and understands warranties, aftermarket products, chemicals andmanufacturer warranties
Lease Representative (Continued) Page 3
31) Reviews individual renewals with Lease Manager four months prior tolease expiration
32) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
33) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to act as a goodwill ambassador for the dealership while developing a strong client base
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffOther DealersGeneral Public
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: Outside account sales
3) Qualifications:
a) Expert knowledge of: Warranties, auto leasing, aftermarketproducts
b) Working exposure to: Vehicle product lines
c) Specials skills and abilities: CommunicationAccuracyPunctualityBondablePeople SkillsInitiativeWorks with little supervisionSafe Driving RecordEnergetic
Lease Representative (Continued) Page 4
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
18) Deals with financial institutions and insurance organizations
19) Assures all records and documents are correctly filed
20) Prepares lease termination report at each months end
21) Prepares new lease and termination report (number of vehicles currently on road)
22) Handles daily traffic summonses pertaining to leases
23) Assists in interviewing Lease Clerks
24) Supervises designated staff
25) Performs annual reviews
26) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
26) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to deal with financial/insurance institutions.Can make collections and handle documentation follow-up.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffFinancial/Insurance CompaniesGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Is responsible to prepare and handle all clerical aspects ofthe leasing contract and follow-up. Responsible for fulfilling the clerical duties consistent with the Leasing Department requirements.
1) Ensures all pertinent client information is available; i.e., unit number, license fee,credit application (name, address and date of birth), vehicle invoice, serialnumber, insurance information (agent name and phone number)
2) Types all lease documentation, i.e., two lease agreements, two schedule "A".two guarantee buy backs (if applicable), one insurance form, invoices for delivery, set up customer number, name label for file.
3) Obtains original insurance policy on each vehicle leased
4) Revises and prepares new insurance lists monthly
5) Dates and records all policies on insurance list
6) Writes "OK" on all policies on insurance list
7) Files insurance papers
8) Matches expiry date with agents date in registration file
9) Revises unmatched dates on insurance list
Leasing Clerk (Continued) Page 2
10) Revises and maintains current insurance list
11) Prints new insurance list and labels monthly
12) Deals with insurance companies to obtain missing required insurance information
13) Calculates all necessary lease figures for lease documents initial; i.e., statementsand termination sheets including trax etc.
14) Registers and types registration liens
15) Types all necessary correspondence
16) Processes all insurance cancellations daily
17) Charges customers for any licensing fees
18) Prepares new lease documents from previous day
19) Designates a customer number to each lease
20) Prints lease agreement schedule including any options to purchase
21) Prepares monthly invoices for mailing
22) Handles all telephone enquiries as required
23) Deals with institutions and insurance organizations
24) Ensures all records and documents are correctly filed
25) Handles day traffic summonses pertaining to leases
26) Files all computerized statements on a monthly basis
27) Returns license plates on terminated leases for cancellation
28) Reports to Senior Accounting Clerk to determine any termination/acquisition ofleases
29) Prepares and verifies initial prorated customer invoice for each new lease
30) Establishes a profile for each new lease in computerized system
Leasing Clerk (Continued) Page 3
31) Assists in contacting delinquent account customers
34) Assists in the preparation of finance documentation for leased vehicles
35) Attends department meetings as required
36) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
37) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to deal with financial/insurance institutions.Can make collections and handle documentation follow-up.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffFinancial/Insurance CompaniesGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
Posts Supervised: Service, Body Shop and Parts Departments______________________________________________________________________________
(2) Basic Function: To supervise the efficient organization and operations ofthe department under his/her control, while maximizingprofitability and reducing costs in order to obtain pre-determined profit objectives.
1) Understands and applies dealership procedures and policies
2) Motivates and supervises department managers
3) Inspects Body Shop, Service and Parts Departments daily
4) Reviews and verifies all warranty claims are paid promptly by O.E.M.
5) Supervises the operations and expenses by department
6) Recruits, hires and trains management staff
7) Assists in the recruitment and training of department staff
8) Verifies and monitors workflow in dispatch area
9) Meets with Service, Parts and Body Shop managers daily to review prior daysactivity and current days progress
10) Develops and implements systems and procedures for efficient workproduction by department
11) Authorizes large purchase order requisitions
Service Director (Continued) Page 2
12) Develops consumer promotion and advertising concepts
13) Develops employee incentive programs
14) Holds department meetings every two weeks with department heads underhis/her supervision
15) Handles and solves difficult customer complaints
16) Performs annual reviews
17) Trains and develops a replacement
18) Reviews and monitors vacation schedules
19) Develops systems to increase shop and/or department capacity for increase costefficiencies and productivity (cost per unit reductions for reduced unabsorbedoverhead)
20) Monitors inventory levels closely following the mini-max system
21) Monitors inventory turns for increases and cost reductions
22) Monitors and supervises sales in units and dollars by department with eachdepartment head
23) Supervises and monitors expenses by department
24) Assists and supervises departmental forecasts, monthly, quarterly, semi-annual and annual in units and dollars and versus prior year
25) Prepares quarterly trending reports in dollars by department and total
26) Attends department head meeting
27) Attends training seminars when necessary
28) Analyses competition for pricing and promotional activity
29) Monitors outstanding warranties on schedules
30) Monitors unpaid claims
31) Monitors warranty advance and outstanding 263 accounts
Service Director (Continued) Page 3
32) Knows, understands and applies all municipal, provincial and federal legislationas it pertains to the dealership
33) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
34) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to approve large purchase requisitions afterconsulting with General Manager. Has authority able to
hire, trainand develop staff while remaining within a predetermined budget.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliersGeneral Public
1) Level of Education: Grade 12, management courses helpful,licensed mechanic
2) Experience required: Minimum five years parts, service, bodyshop management
3) Qualifications:
a) Expert knowledge of: Departmental management
b) Working exposure to: Previous dealership experience
Service Director (Continued) Page 4
c) Specials skills and abilities: People SkillsPersonnel ManagementAccountingInitiativeAnalyticalAttention to DetailCommunicationOrganizationalPatienceBondableStrong Motivator
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To ensure complete customer satisfaction and repeatpatronage. through staff attitude, professionalism andwork quality excellence while maximizing efficiencies for production and profitability.
1) Ensures drive-in is prepared and ready for business
2) Ensures staff maintain a high quality of workmanship
3) Monitors Service Consultants to ensure proper procedures are being followed
4) Monitors Dispatcher for work mix allocation
5) Reviews service schedule daily for problem identification
6) Monitors assigned completed warranties on a regular basis
7) Reviews Service Technicians daily performance
8) Monitors prior day Service Technicians performance
9) Ensures proper warranty policies and procedures are being applied in Service, Body Shop and Parts
10) Ensures city fire safety department provides annual fire safety practice review anddemonstrations
Service Manager (Continued) Page 2
11) Recruits, hires and trains administrative and technical staff
12) Performs annual reviews
13) Establishes programs for improved staff product knowledge, skills, attitude,appearance and job effectiveness
14) Recommends staff for Manufacturer courses for upgrading
15) Determines hours sold forecast objectives daily, monthly, quarterly and annually
16) Analyses actual statistics against forecast on a monthly and year-to-date versus prior year basis
17) Determines number and percentage of comebacks to total jobs on monthly and year-to-date comparative basis and versus prior year.
18) Maximizes efficiencies to obtain a high gross margins through effectivedepartmental cost controls
19) Monitors selling procedures to reduce under/over selling
20) Monitors efficiencies in customer pick-up and cashier office
21) Reports all department sub-standard and reconcilable conditions to the ServiceDirector
22) Attends regular department head and management meetings
23) Reviews daily lost customer report
24) Knows, understands and applies all municipal, provincial and federal legislation as it pertains to the dealership
25) Grooms a replacement
26) Completes all Worker Compensation forms
27) Ensures all computer systems are administered and used correctly withinappropriate areas
28) Ensures service lot is maintained to maximum efficiency
Service Manager (Continued) Page 3
29) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
30) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to recruit, develop and train staff to maintainan efficient department, thereby achieving predetermined objectives on a cost effective basis..
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliersGeneral Public
a) Expert knowledge of: Manufacturer warranties and procedures
b) Working exposure to: Customer relations, direct retail sales,statistical analysis
c) Specials skills and abilities: InitiativePeople SkillsBondableGood General HealthSafe Driving RecordDepartmental ManagementOrganizationalCommunicationAnalytical
Service Manager (Continued) Page 4
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Is responsible to assist in ensuring complete customersatisfaction and repeat patronage through staff attitude,professionalism and work quality excellence whilemaximizing efficiencies for production and profitability
1) Ensures drive-in is prepared and ready for business
2) Ensures staff maintain a high quality of workmanship
3) Assists in monitoring Service Consultants to ensure proper procedures are beingfollowed
4) Assists in monitoring Dispatcher for work mix allocations
5) Reviews service schedule daily for problem identification
6) Monitors assigned completed warranties on a regular basis
7) Reviews Service Technicians daily performance
8) Monitors prior day Service Technicians performance
9) Ensures proper warranty policies and procedures are being applied to in ServiceDepartment
Assistant Service Manager (Continued) Page 2
10) Assists in arranging city fire safety department provides annual fire safety practice review and demonstrations
11) Assists in recruiting, hiring and training technical and administrative staff
12) Performs annual reviews
13) Assists in establishing programs for improved staff product knowledge, skills,attitude, appearance and job effectiveness
14) Recommends staff for Manufacturer courses for upgrading
15) Assists in determining hours sold forecast objectives daily, monthly, quarterly andannually
16) Analyses actual statistics against forecast on a monthly and year-to- date versusprior year basis
17) Assists in determining number and percentage of comebacks to total jobs onmonthly and year-to-date comparative basis and versus prior year
18) Maximizes efficiencies to obtain a high gross margin through effective departmental cost controls
19) Assists in monitoring selling procedures to reduce under/over selling
20) Assists in monitoring efficiencies in customer pick-up and cashier office
21) Reports all department sub-standard and unreconcilable conditions to the Service\Director
22) Attends regular department head and management meetings
23) Reviews daily lost customer report
24) Knows, understands and applies municipal, provincial and federal legislation as itpertains to the dealership
25) Grooms a replacement
26) Assists in completing all Worker Compensation forms
27) Ensures all computer systems are administered and used correctly withinappropriate areas
Assistant Service Manager (Continued) Page 3
28) Ensures service lot is maintained to maximum efficiency
29) Ensures safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
30) Performs other related duties______________________________________________________________________________(4) Authority: Is given the authority to assist in the recruitment, development and
training of staff to maintain an efficient department, therebyachieving predetermined objectives on a cost effective basis..
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliersGeneral Public
a) Expert knowledge of: Manufacturer warranties and procedures
b) Working exposure to: Customer relations, direct retail sales,statistical analysis helpful
c) Specials skills and abilities: BondableInitiativePeople SkillsGood General HealthSafe Driving RecordDepartmental ManagementOrganizationalCommunicationAnalyticalPatience
Assistant Service Manager (Continued) Page 4
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
11) Ensures that all telephone complaints are logged and recorded
12) Ensures appropriate problems or Technician can be identified when recordingcomplaints
13) Attends department meetings with Technicians and Service Consultants identifying problems and seeking solutions
14) Continuously seeks to determine questions which will help draw out any problems existing with present clients
15) Ensures that any promises made to customers can be fulfilled
16) Informs customers when unable to address specific problems and ensures customer that an answer will be forthcoming either from the Customer AssistanceCo-Ordinator or the appropriate department head
17) Follows-up on all such complaints to ensure the appropriate department head doesindeed contact the customer
18) Ensures the customers has received appropriate apologies and assurance that action will be taken
19) Thanks customers for their patronage
20) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
21) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to contact customers in order to determinesatisfaction levels within the dealership.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
a) Expert knowledge of: Human relations/people skills
b) Working exposure to: Customer relations
c) Specials skills and abilities: People SkillsCourtesyGood Telephone VoicePatienceGood ListenerAttention to DetailBondableTenacityAbility to follow through
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Assists in recruitment, interviewing and selection of Retain Technicians and/orApprentices
2) Develops continuous training programs for increased productivity, skills,efficiencies and work attitudes
3) Develops and directs comprehensive apprenticeship programs
4) Ensures each technicians work day commences promptly
5) Assists in diagnosis of problem jobs
6) Assists Dispatcher in all dispatching aspects
7) Controls the quality of workmanship levels effectively
8) Supervises the maintenance of tools, equipment and facilities
9) Maintains current inventory of all tools
10) Assists Service Consultants in driving when problem situations occur
11) Works with Dispatcher to reduce or remedy unapplied or lost time
Shop Manager (Continued) Page 2
12) Acts as a liaison between Service and Parts Departments to develop good relations
13) Maintains a current productivity report on each technician weekly and monthly
14) Road tests problem vehicles when necessary
15) Attends and assists all fixed operation and service meetings
16) Performs annual reviews
17) Assists Service Manager in analysing shop comebacks
18) Attends all required Manufacturer Shop Foreman meetings
19) Co-operates with local co-op trade school programs
20) Analyses weekly, monthly and year-to-date shop productivity
21) Recommends new/additional equipment for upgrading standards
22) Supervises Janitor/Maintenance staff
23) Controls all maintenance inventory
24) Ensures all required staff wear appropriate protective safety gear when necessary
25) Grooms a replacement
26) Arranges annual fire department demonstrations
27) Knows, understands and applies municipal, provincial and federal legislation as it pertains to the dealership
28) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
29) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to hire and terminate his/her reporting staff.May purchase required tools up to $500.00 monthly and authorizeequipment repairs to $500.00 monthly without supervisorysignature..
Shop Manager (Continued) Page 3
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliersGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Is responsible for the supervision, training and developmentof Retail Technicians and Apprentices for maximum quality of workmanship, productivity and cost efficiency objectives.
1) Assists in recruitment, interviewing and selection of Retail Technicians and/orApprentices
2) Assists in developing continuous training programs for increased productivity, skills efficiencies and work attitudes
3) Assists in developing and directing comprehensive apprenticeship programs
4) Ensures each Technicians work day commences promptly
5) Assists in diagnosis of problem jobs
6) Assists Dispatcher in all dispatching aspects
7) Controls the quality of workmanship levels effectively
8) Supervises the maintenance of tools, equipment and facilities
9) Assists in maintaining current inventory of all tools
10) Assists Service Consultants in drive-in area when problem situations occur
11) Works with Dispatcher to reduce or remedy unapplied or lost time
Shop Quality Control Foreman (Continued) Page 2
12) Acts as a liaison between Service and Parts departments to develop good relations
13) Assists in maintaining a current productivity report on each Technician weekly and monthly
14) Road tests problem vehicles when necessary
15) Attends and assists all fixed operation and service meetings as required
16) Assists in performing annual reviews
17) Assists Shop Manager in analysing shop comebacks
18) Attends all required Manufacturer Shop Foreman meetings
19) Co-operates with local co-op trade school programs
20) Assists in analysing weekly, monthly and year-to-date shop productivity
21) Recommends new/additional equipment for upgrading standards
22) Assists in controlling all maintenance inventory
23) Ensures all required staff wear appropriate protective safety gear when necessary
24) Grooms a replacement
25) Assists in arranging annual fire department demonstrations
26) Fulfils the function of Shop Manager when Shop Manager is absent
27) Attends training/seminar programs as required
28) Knows, understands and applied all municipal, provincial and federal legislation as it pertains to the dealership
29) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany policy are strictly adhered to
30) Performs other related duties______________________________________________________________________________
Shop Quality Control Foreman (Continued) Page 3
(4) Authority: Is given the authority to ensure highest quality workmanshipstandards are maintained by Technicians and/or Apprentices.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliersGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To repair customer vehicles applying workmanship, qualityof excellent standards while exercising effective timeutilization for maximum productivity.
1) Reports to Dispatcher to obtain designated daily work
2) Accepts work only from Dispatcher
3) Reviews repair orders with Dispatcher when job is assigned and when completed
4) Road tests vehicles when required to confirm problems
5) Exercises precaution to ensure cleanliness of customer vehicles; i.e., floor mats,fender covers, seat covers, etc.
6) Submits hard copy of work order to Parts Department to obtain authorized parts
7) Notifies Dispatcher and Service Consultants of additional work requiringauthorization
8) Completes all assigned work
9) Returns each work order to Dispatcher immediately upon job completion
10) Returns any incomplete work orders to Dispatcher at days end
11) Follows manufacturer's warranty policies and procedures in all warranty work
Retail Technician (Continued) Page 2
12) Reviews all manufacturer service bulletins
13) Ensures all special tools/equipment are/is maintained in proper working condition
14) Reports all damaged or malfunctioning special tools or equipment to Shop Foreman
15) Returns all special tools/equipment upon job completion or at days end
16) Maintains clean personal appearance
17) Sweeps and maintains a clean neat workstation
18) Attends all pre-posted department meetings
19) Refrains from smoking, eating or listening to ratio in customers vehicles
20) Provides service consultants with necessary parts and labour estimates usingadditional work sheet provided
21) Drives customers vehicles for road test purposes only
22) Maintains Technicians Guild standards
23) Attends training seminars for upgrading as required
24) Wears appropriate safety/protective gear at all times
25) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
26) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to repair vehicles assigned and recommendwork required to an efficient and safe vehicle functioning.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
Retail Technician (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Class "A" Licensed Motor Vehicle Mechanic or equivalent qualifications
2) Experience required: Valid drivers' license
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Manufacturer's Technology helpful
c) Specials skills and abilities: Safe Driving RecordInitiativeBondableAmbitiousDetail ConsciousCommunicationPride of WorkmanshipWorks with minimum supervision
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Reports to Control Tower to obtain designated daily work
2) Accepts work only from Control Tower or Supervising Technician
3) Reviews repair orders with Control Tower/Supervising Technician when job isassigned and when completed
4) Road tests vehicles when required to confirm problems
5) Exercises precaution to ensure cleanliness of customer vehicles; i.e. floor mats,fender covers, seat covers, etc.
6) Submits hard copy of work order to Parts Department to obtain authorized parts as required
7) Notifies Control Tower and Service Technicians of additional work requiringauthorization
8) Completes all assigned work
9) Returns each work order to Control Tower or Supervising Technician immediately upon job completion
Lube Technician/Apprentice (Continued) Page 2
10) Returns any incomplete work orders to Control Tower or Supervising Technician at days end
11) Follows Manufacturer warranty policies and procedures in all warranty work
12) Reviews all manufacturer service bulletins
13) Ensures all special tools/equipment and/is maintained in proper working condition
14) Reports all damaged and malfunctioning special tools or equipment to ShopManager
15) Returns all special tools/equipment upon job completion or at days end
16) Maintains a clean personal appearance
17) Sweeps and maintains a clean, neat workstation
18) Completes requirements specified on work orders
19) Performs lubrications, oil and filter changes and tire rotations
20) Checks coolant condition and all fluid levels
21) Inspects all dry belts for tension
22) Inspects carburettor, air cleaner and element
23) Inspects engine compartment and components
24) Cleans and tightens battery terminals
25) Lubricates parking brake cables and linkage
26) Inspects body mechanisms and hardware
27) Silicone treats all door opening weather strips
28) Inspects exhaust system and heat shields
29) Inspects wiper arm and blade for deterioration
30) Checks tires and wheels for damage and other deterioration
Lube Technician/Apprentice (Continued) Page 3
31) Test and adjust tire pressure
32) Inspects all lights for correct operation
33) Ensures steering wheel, all wheels, door handles, etc. are clean and free fromgrease
34) Reports to Control Tower/Supervising Technician all mechanical or safety relateddeficiencies not noted on the work order
35) Refrains from smoking, eating or listening to ratio in customer vehicles
36) Attends department meetings as required
37) Wears appropriate safety/protective gear at all times
38) Drives customer vehicles for road test purposes only
39) Provides Service Consultants with necessary parts and labour estimates usingaddition work sheet provided
40) Attends training seminars for upgrading as required
41) Wears appropriate safety/protective gear at all times
42) Knows, understands and applies municipal, provincial and federal legislation as itpertains to the dealership
43) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany policy are strictly adhered to
44) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to perform maintenance type requirementson customer vehicles
Relationships with: Service Management and Staff______________________________________________________________________________
Lube Technician/Apprentice (Continued) Page 4
(5) Job Requirements:
1) Level of Education: Grade 12, Valid Drivers'License
2) Experience required: N/A
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: BondableAttention to DetailGood Driving RecordInitiativeCommunicationPride of Workmanship
_____________________________________________________________________________(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: The primary function is to ensure customer satisfactionby obtaining and verifying his/her vehicular problems andselling the required service to rectify the situation andensuring that all requested work is completed thus
1) Knows and applies to each transaction all steps of the Dealership sales strategy
2) Maintains a clean and professional appearance
3) Ensures write up area is clean and neat
4) Follows all company and manufacturer policies and procedures
5) Understands and applies factory and aftermarket warranties
6) Handles all incoming telephone calls promptly and courteously
7) Works in close conjunction with Dispatcher regarding work mix and hoursallocated for maximum time efficiencies
8) Notifies customers immediately upon receiving inspect and report results
9) Verifies completion times and/or delays with Dispatcher
10) Notifies customers of any delays or changes in delivery
Service Consultant (Continued) Page 2
11) Verifies all work orders listed repairs are completed as requested and road testsvehicle prior to customer delivery
12) Attends all Monday meetings
13) Works in conjunction with appointment co-ordinator
14) Road tests when necessary with customer to determine problems
15) Tags keys and walks to vehicle with customer
16) Notes any visible damage and sells customer appropriately
17) Deals with Technicians when necessary
18) Process work orders in cash office after job completion
19) Handles customers in a courteous, patient manner
20) Ensures the appropriate sales are made, ensuring no under or over selling
21) Achieves 2.2 hours per repair order combined retail sales
22) Ensures all appropriate legislation is adhered to
23) Attends training/seminar courses as required
24) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany policy are strictly adhered to
25) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to act as a company liaison with customers,dealing with their concerns while working in conjunction with Parts Department, Technicians and the Dispatcher.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
Service Consultant (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Grade 12 , Valid Drivers' License
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To plan, organize, direct and control Techniciansproductive time to achieve time commitment corporate objectives and customer requirements.
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To monitor and control the flat rate time of all Technicians.______________________________________________________________________________
(3) Major Duties:
1) records starting times for all Technicians
2) Punches individual tickets for start and completion of each job and stickers ticket to back or work order
3) Punches start and completion time of any job interruptions based on Techniciansadvise
4) Verifies and records the labour operation number and flat rate time for eachwarranty operation on all repair orders
5) Ensures all straight time operations are time punches separately and authorized byShop Manager
6) Ensures description of repairs for each warranty operation is recorded on back ofhard copy
7) Ensures Parts Department stamp is evident on hard copy as proof that allreplacement parts have been returned to stock room
8) Relieves Dispatcher when necessary
9) Summarizes all sold hours by each Technician at days end on individual time tickets
Time Keeper (Continued) Page 2
10) Totals all time tickets each Friday at days end
11) Distributes weekly total time ticket copies to Technicians and payroll cheque
12) Attends department meetings
13) Advises Service Manager of Technician absences
14) Ensures owner complaints have been authorized by the Shop Foreman beforepayment is made
15) Revises micro-feesh machine and keeps films clean
16) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany policy are strictly adhered to
17) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to monitor and control Technicians flat ratetime.
Relationships with: Service Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and Staff
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Is responsible for ensuring all cashier and receptionfunctions are completed efficiently and effectivelythrough appropriate supervision.
1) Co-ordinates staffing requirements for each day for appropriate job coverage
2) Assists in annual reviews of Cashier performance appraisals
3) Assists in training of Cashiers through direct supervision and meetings
4) Maintains knowledge of all Cashier functions and assists in their completion daily
5) Advises Cashiers of all information relevant to their job function
6) Revises data in service invoicing system using own password
7) Ensures own password is maintained on a confidential basis
8) Assists Cashiers with customers requiring special assistance
9) Ensures Cashier Office is kept clean and orderly at all times
10) Ensures company credit policies are followed
11) Ensures all necessary paperflow is maintained for maximum efficiency andaccuracy
Head Cashier (Continued) Page 2
12) Maintains responsibility for totalling cash daily
13) Cashes off at shifts end
14) Prepares and balances cash floats on a daily basis
15) Verifies quality and accuracy of all work orders
16) Verifies all functions on the work order are performed
17) Ensures correct rate is applied
18) Ensures warranties/retail pricing is correctly applied
19) Verifies all internal, retail and warranty charges for accuracy
20) Authorizes write-offs up to $125.00 for difficult customers in order to achievecustomer satisfaction
21) Reports when staff are ill or not present for work
22) Reports all Cash Office difficulties or problems to service management
23) Purges work order bucket weekly
24) Ensures all work orders are current
25) Pulls and questions all work orders in bucket longer than one week
26) Attends training/seminars as required
27) Attends department meetings as required
28) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany policy are strictly adhered to
29) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to organize staff functions to meet dailyoutput objectives. Is given access to computer through passwordand may write-off up to $125.00 per day.
Head Cashier (Continued) Page 3
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliersGeneral Public
2) Experience required: Previous Cashier and Accounting
3) Qualifications:
a) Expert knowledge of: English Language. Basic Math, Typing
b) Working exposure to: Computer helpful
c) Specials skills and abilities: BondableDetail OrientedStrong People SkillsPleasant PersonalityLeadershipInitiativeCommunicationWorks well under pressurePatienceTyping 50 w.p.m.
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Verifies that each work order is signed by the Service Consultant for final close-out
2) Files all processed work orders by time and customer name
3) Records, sorts and codes all work orders by failure and account allocation, internal warranty and/or customer
4) Submits customer work order copy and files balance in appropriate location
5) Balances cash and all receipts against appropriate work orders
6) Prepares daily operating cost balance sheets
7) Uses computer when necessary to assist in fast customer pick-up of vehicles
8) Phones customers upon completion of their work orders to quote price
9) Maintains a clean, neat work area
10) Requests Car Jockey to delivery customer completed vehicles as required
11) Thanks customer for his/her patronage
Service Cashier (Continued) Page 2
12) Logs all outstanding work in progress at months end
13) Responds to customer enquiries
14) Verifies all customer charges have been totalled accurately with appropriate taxesapplied
15) Verifies each repair order is appropriately stickered for total flat rate time
16) Completes repair order total charges including all applicable taxes
17) Ensures float is always intact
18) Deposits cash, credit card receipts and cheques, sealed in envelope in ServiceDirector's office
19) Ensures cash register totals are completed and cash drawer is left empty and opened at days end
20) Files completed work orders appropriately and promptly
21) Checks all work order files for updated orders and processed regularly
22) Keeps customer bucket clear
23) Mails all yellow copies not received by customers
24) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
25) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority limits on verifying work order costs,calculating costs totals and applying all applicable taxes. Collectscustomer payment in cash, by cheque or credit card.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
Service Cashier (Continued) Page 3
(5) Job Requirements:
1) Level of Education: Grade 12
2) Experience required: Some bookkeeping experience helpful
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Credit card systems, computers
c) Specials skills and abilities: Basic MathTypingPeople SkillsBondableAttention to DetailPatienceCommunicationCongenial.
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Closes all repair orders promptly, utilized computerized inventory system
2) Verifies that each work order is signed by the Service Consultant for final close out
3) Files all processed work orders by time and customer name
4) Submits customer work order copy and files balance in appropriate location
5) Balances cash and all receipts against appropriate work order
6) Uses computer to assist in fast customer pick-up of vehicles
7) Phones customers upon completion of their work order to quote price whenrequired
8) Maintains a clean, neat work area
9) Requests Car Porters to deliver customer completed vehicles as required
10) Thanks customer for his/her patronage
11) Responds to customer enquiries
Part-Time Cashier (Continued) Page 2
12) Verifies all customer charges have been totalled accurately with appropriate taxesapplied
13) Verifies each work order is appropriate stickered for total flat rate time
14) Ensures float is always in tack
15) Keeps customer bucket clear
16) Attends department meetings as required
17) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
18) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to verify work order costs, calculate coststotals, collect customer payment by cash, cheque or credit card
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To increase and develop sales within the ServiceDepartment to maintain a consistent capacity level within the shop while ensuring highest possible customer satisfaction levels
1) Greets customers in a courteous and friendly manner
2) Walks vehicle and opens hood with customer present
3) Sells specials and computer generated recommended service as required
4) Advises customer regarding inspection
5) Sells customer on work required from inspection or makes appropriateappointments
6) Analyses and diagnosis problems relating to customer vehicles accurately
7) Determines promised time adding contingency to promise time to determinepick-up time
8) Advises customer honestly of appropriate pick-up-time
9) Notes both promised time and pick-up time on work order
10) Notes time estimates on work order, if different from average time
11) Determines method of payment
Service Sales Representative (Continued) Page 2
12) Completes work order write-up legibly
13) Road tests vehicles in order to diagnose difficult problems as required
14) Notifies customers if problems arise with pick-up time
15) Follows-up on all parts
16) Follows-up on all sublets
17) Keeps buy-offs current
18) Checks repairs orders prior to close-out
19) Road tests vehicles after completion if appropriate
20) Follows-up on all comebacks
21) Initiates comeback procedure with customers story
22) Attaches previous repair order to comeback repair order
23) Confirms repair action taken
24) Explains courteously to customer action taken
25) Apologizes for any inconvenience
26) Attends department meetings as required
27) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
28) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to sell service customers on additional workrequirements in order to maximize efficient customer vehiclefunctioning and increase shop capacity
Service Sales Representative (Continued) Page 2
Relationships with: Service Management and StaffBody Shop Management and StaffParts Management and StaffSales Management and StaffGeneral Public
1) Level of Education: Grade 12, Class "A" Licensed Mechanicor equivalency
2) Experience required: Valid drivers' license
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Retail direct sales helpful
c) Specials skills and abilities: People SkillsCourtesyBondableGood Personal AppearanceCongenialGood ListenerCommunicationAttention to DetailSafe Driving Record
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To provide a friendly and courteous welcome greeting forall customers entering the service department, therebycontributing to customer satisfaction
1) Greets all service customers immediately upon entering the Service Departmentconfirming their appointment
2) Heads up work order to save Service Consultants time
3) Hands each customer a copy of their service history and recommended service
4) Uses tri-com computers to inform all customers who do not have an appointment in order to create customer awareness of dealership's appointment system
5) Phones all appointment customers daily and confirms their appointment forfollowing day
6) Telephones all customers who did not keep appointments and reschedules ifpossible
7) Assists with filing as necessary
8) Assists in all enquiries in service drive-thru as required
9) Assists in Service Cashier Office during peak hours
10) Performs Night Cashier duties as required
Greeter (Continued) Page 2
11) Determines feasibility of completing any work not previously having anappointment
12) Ensures entrance to service drive is clean and free of ice and snow
13) Directs customers to appropriate parking areas
14) Assists in making reservations
15) Assists in removing vehicles from service drive when necessary
16) Attends department meetings as required
17) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
18) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to greet customers and verify reservationsassisting customers when and where necessary
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: N/A
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
Greeter (Continued) Page 3
c) Specials skills and abilities: CourteousPresentable AppearanceCommunicationCongenial PersonalityBondableContentiousPatiencePeople SkillsGood Listener
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Answers all enquiries promptly in a courteous manner
2) Distributes calls to appropriate person
3) Takes messages placing them in each recipients message slot
4) Directs customers to appropriate departments and/or personnel
5) Records all ins/outs of service staff and department managers
6) Acts as a general morale booster for the Service Department and staff
7) Checks all incoming vehicles and handles all enquiries regarding campaigncompletions
8) Controls all facets of campaign follow-up, including letters, zone reports,campaign transfer forms, etc.
9) Maintains a campaign file for quick and easy reference explanation of same
10) Supplies necessary V.I.N. numbers to main office in order that all outstandingcampaigns will show on each customer service history file
11) Ensures Service Consultants are informed of current campaign status
Service Receptionist (Continued) Page 2
12) Processes all data in functions for Service Cashiers for tri-com computer for quickand easy access
13) Assists in the preparation of work orders as required
14) Understands the function of Cashier relieving same as required
15) Performs Appointment Co-Ordinators duties as required during his/her absence
16) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
17) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to act as a company introductory liaison forthe general public.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Responsible for submitting, collecting and reconciling claims made to Manufacturer, claims include warranty, campaign, transit damage and pre-delivery inspection.
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Responsible for scheduling reservations in order to ensuremaximum utilization of Service shop capacity, whileensuring customer satisfaction is maintained.
1) Handles all telephone calls requesting appointments
2) Assists in writing work orders when necessary
3) Logs all reservations
4) Recommends necessary maintenance/service to customers
5) Establishes appointment time and Service Consultants name and date for eachcustomer
6) Provides helpful information/advise on customer vehicle problems or complaints
7) Contacts customers who missed their appointments and reschedules as soon aspossible
8) Handles all walk-in customers wishing to book appointments
9) Handles all walk-in customer requesting information/advise
10) Handles all recall notices from Manufacturer notifying customer by telephone orletter
Appointment Co-Ordinator (Continued) Page 2
11) Notifies customers of special order parts setting new appointment time
12) Assists Service Consultants in selling additional required work when Consultantsare busy
13) Handles E.S.P. customers and maintains Dealership's fleet E.S.P. vehicles
14) Performs follow-up calls on all new vehicle customers every three months, sixmonths and nine months, regarding P.P.M. and E.S.P., rust proofing sales inorder to increase percentage of penetration
15) Calls all customers for their three month appointment made by Sales staff andexplain service requirements confirming appointment
16) Assists Service Receptionist on phones when required
17) Follows-up on all E.S.P. customers as required for quality
18) Attends service meetings when necessary
19) Monitors hours sold and hours available to sell throughout the day
20) Confirms with Dispatcher to verify available hours
21) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
22) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to make appointments, handling customerneeds and requirements.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
1) Level of Education: Grade 12, valid drivers' license
2) Experience required: Previous service consultant experiencehelpful
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: Automotive employment helpful
c) Specials skills and abilities: Attention to detailCommunicationInitiativePeople SkillsGood MannersPresentable AppearanceOrganizationAnalyticalBondable
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Inspects each vehicle upon arrival from factory
2) Notes on bill of lading any and all damages or shortages which may be present
3) Applies correct transport damage codes according to Manufacturer's guidelines
4) Forwards bills of lading to P.D.I. Manager
5) Advises P.D.I. Manager of any damages or shortages disputed by transport carrierto ensure prompt resolution
6) Places stock number tag on each vehicle
7) Assists in movement of vehicles from P.D.I. area to showroom and visa versa
8) Inspects all stocked vehicles monthly for battery condition and remove battery forrecharging if necessary
9) Assists in organizaing interior and exterior sale showroom displays
10) Assists in washing and preparing of new vehicles if required
11) Attends department meetings as required
Vehicle Detail (Continued) Page 2
12) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
13) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to document all transport damages on newvehicles for claims purposes.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Is responsible for preparing the vehicle for final delivery tothe customer, ensuring the vehicle is spotlessly clean insideand out.
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Punches time clock at start and completion of each day and at lunch
2) Ensures van is full of gas and clean and prepared to travel
3) Collects customers from waiting area
4) Assists in daily bank deposits
5) Assists Service Consultants in parking vehicles
6) Drives safely and with expertise at all times
7) Maintains van in a roadworthy condition and notifies Assistant Service Managerwhen service/repairs are required
8) Maintains a courteous and friendly manner with all customers
9) Refrains from smoking or eating in van
10) Verifies shuttle bus riders are Dealerships customers
11) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
Shuttle Bus Driver (Continued) Page 2
12) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to transport service customers to and fromassigned areas. Assists in bank deposits.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
b) Working exposure to: Parking lot experience preferable
c) Specials skills and abilities: BondableSafe Driving RecordCommunicationInitiativeAttention to Detail Pleasant Personality
Part-Time Car Porter (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Responsible for the efficient organization of product andstaff within his/her department, ensuring all vehicles aredelivered in a clean, excellent, functioning condition.
27) Performs road tests with or without Technicians
28) Follows-up on all status of all repair orders
29) Inspects rust proofing as required
30) Inspects all completed vehicles
P.D.I. Manager (Continued) Page 3
31) Prepares daily competition report, one copy to Administration, one copy to Service Director and one copy for file
32) Returns all completed work order to Time Keeper
33) Knows, understands and applies municipal, provincial and federal legislation as itpertains to the dealership
34) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
35) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to supervise, direct and control his/herdepartment staff and equipment.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliers
a) Expert knowledge of: Basic knowledge of warranties
b) Working exposure to: Mechanic experience helpful, computers
P.D.I. Manager (Continued) Page 4
c) Specials skills and abilities: Personnel ManagementDiplomacyPeople SkillsFlexibleBondableCommunicationMechanically InclinedAttention to Detail
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Receives and stocks in new vehicles from factory
2) Inspects all new vehicles arriving at dealership
3) Claims all transit damage on bills of lading
4) Claims all missing parts on bills of lading
5) Obtains drivers signature on bills of lading
6) Signs bills of lading
7) Parks vehicles in appropriate area
8) Enters all vehicle information in stock book
9) Assigns stock number to each vehicle
10) Tags all keys
11) Delivers vehicle packages to New Vehicle Secretary for processing
12) Places inventory keys on inventory board
P.D.I. Co-Ordinator (Continued) Page 2
13) Checks inventory for damage, neatness, theft by walking appropriate lot three times weekly
14) Expedites all transit damage repairs immediately
15) Order any/all parts required for damage claims
16) Orders any/all missing parts for claims
17) Notifies Sales Management of any transit damage
18) Follows-up on all repairs with appropriate departments
19) Assists P.D.I. Manager when necessary
20) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
19) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to receive and verify new vehicle arrivalsand maintain inventory in an efficient manner. May supervisedepartment staff as required
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliers
a) Expert knowledge of: Basic knowledge of warranties
P.D.I. Co-Ordinator (Continued) Page 3
b) Working exposure to: Computers
c) Specials skills and abilities: Good Driving RecordInitiativeAttention to DetailCommunicationPeople SkillsDiplomacyFlexibilityGood Physical ConditionBondable
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Reports to work area and obtains first work order
2) Accepts work only from P.D.I. Manager
3) Reviews work orders with P.D.I. Manager when completed
4) Road test every vehicle over variety of road surfaces
5) Exercises precaution to ensure cleanliness of vehicles; i.e., floor mats, fenderguards, seat covers, etc.
6) Submits hard copy of work order to Parts Department to obtain authorized parts
7) Notifies P.D.I. Manager of additional work requiring authorization and recordson hard copy or work order any additional work required
8) Notifies P.D.I. Manager of any parts problems; i.e., shortages, incorrect parts, etc.
9) Completes all assigned work
10) Returns each work order to P.D.I. Manager immediately upon job completion
11) Returns any incomplete work orders to P.D.I. Manager at day's end
P.D.I. Technician (Continued) Page 2
12) Follows Manufacturer's warranty policies and procedures on all warranty work
13) Reviews all Manufacturer's bulletins
14) Ensures all special tools/equipment is/are maintained in proper working order
15) Reports all damaged or malfunctioning special tools or equipment to P.D.I.Manager
16) Returns all special tools/equipment upon job completion or day's end
17) Maintains a clean, neat personal appearance
18) Sweeps and maintains a clean, neat workstation
19) Attends department meetings as required
20 Refrains from smoking or eating in company vehicles
21) drives company vehicles only on company business
22) Attends training programs/seminars as required
23) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
24) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to verify, prepare and/or repair vehiclesassigned and recommend work required for efficient and safevehicle functioning
Relationships with: Service Management and StaffParts Management and Staff
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Is responsible for preparing the vehicle for final delivery tothe customer ensuring the vehicle is spotlessly clean insideand out..
c) Specials skills and abilities: Attention to DetailPride of WorkmanshipFlexibleGood Driving RecordInitiativeCommunicationBondable
Detail Person (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
c) Specials skills and abilities: BondableGood Driving RecordCommunicationInitiativeAttention to Detail Good Physical HealthAbility to operate standard andautomatic transmissions
Vehicle Preparation Attendant (Continued) Page 3
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To plan, organize, direct and control the effectivemanagement of the department to achieve predeterminedcorporate sales objectives while maximizing profitability.
1) Ensures and verifies productions schedules are current
2) Supervises the ordering of parts and materials
3) Ensures appropriate inventory levels are maintained
4) Ensures the production schedule is realistic and achievable
5) Reviews daily production schedule with Assistant Body Shop Manager and ShopForeman
6) Monitors daily, the payment of time tickets upon completion of each job
7) Performs appraisals, estimates and pricing of body work (collision and rust damage)
8) Establishes production objectives
9) Reviews all estimates prepared by staff
10) Recruits, hires, trains and terminates employees
11) Performs exit interviews
Body Shop Manager (Continued) Page 2
12) Develops and implements systems and procedures for efficient work productionby department
13) Authorizes large purchase order requisitions
14) Develops consumer promotion and advertising concepts
15) Develops employee incentive programs
16) Handles and solves difficult customer complaints
17) Performs annual reviews
18) Trains and develops a replacement
19) Reviews and monitors vacation schedules
20) Develops systems for increased shop and/or department capacity for increased cost efficiencies and productivity (cost per unit reductions for reduced unabsorbedoverhead)
21) Monitors sales in units and in dollars monthly
22) Supervises and monitors expenses by department
23) Assists and supervises departmental forecast monthly, quarterly, semi--annual andannual in units and dollars and versus prior year
24) Attends department head meetings
25) Attends training seminars when necessary
26) Analyses competition for pricing and promotional activity
27) Ensures all promised delivery dates are met
28) Inspects all vehicles prior to delivery
29) Follows-up on all additions to assure payment
30) Ensures all major parts have arrived weekly
31) Knows, understands and applies municipal, provincial and federal legislation as itpertains to the dealership
Body Shop Manager (Continued) Page 3
32) Ensures all G.M. warranty work is completed to specification
33) Attends all required meetings/functions
34) Ensures each vehicle had appropriate work order and authorization
35) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
36) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to maximize efficiencies within the department while achieving optimum sales, customer satisfactionand remaining within predetermined budgetary guidelines.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffInsurance InstitutionsSuppliersAppraisersGeneral Public
1) Level of Education: Grade 12, valid driver's license
2) Experience required: previous body shop.automotive managementexperience
3) Qualifications:
a) Expert knowledge of: Collision and uni-body construction
b) Working exposure to: Paint systems, production
Body Shop Manager (Continued) Page 4
c) Specials skills and abilities: People SkillsOrganizationAttention to DetailBondableGood ListenerAnalyticalTenacityInitiativeCommunicationSales Oriented
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(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.
1) Meets with each employee assigning work at commencement of each day
2) Revises production schedule throughout the day with new work orders as required
3) Orders all necessary parts/materials to maintain appropriate inventory levels
4) Records all ordered parts on work orders
5) Reviews daily production schedule with Shop Foreman
6) Pays appropriate time tickets upon job completion
7) Verifies all inventory (units in dollars) at month's end on inventory sheet
8) Prices all warranty work
9) Appraises and estimates collision and rust damage
10) Prepares estimates using Mitchell Manuals
11) Records production daily on shop production board
12) Prepares production schedule at days end for forthcoming day
Assistant Body Shop Manager (Continued) Page 2
13) Greets customers and handles complaints
14) Determines work schedule and any necessary overtime
15) Prepares and maintains vacation schedules
16) Assists in estimating follow-ups
17) Monitors the performance and attitude of his/her staff
18) Assists in interviewing, hiring, supervising and training staff
19) Ensures superior quality standards are maintained on a consistent basis
20) Monitors and controls the cleanliness of the department
21) Develops and maintains appropriate equipment
22) Co-ordinates all outside sublet work
23) Verifies all prices are matched with estimates
24) Logs and books all appointments
25) Unlocks and opens shop for business each day
26) Verifies all purchases and matches with purchase orders
27) Delivers all vehicles, handling payment, etc.
28) Maintains and controls all cash/credit receipts
29) Prepares all month end closings
30) Deals with insurance companies
31) Verifies all required parts are available prior to commencing job
32) Performs annual reviews
33) Arranges for vehicle pick-up from competitive body shops as necessary
34) ensures all promised dates are met
Assistant Body Shop Manager (Continued) Page 3
35) Attends training/seminars when required
36) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
37) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to develop and supervise the staff underhis/her jurisdiction in order to achieve department objectives whileremaining within appropriate budgetary constraints.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffSuppliersInsurance CompaniesAppraisersGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
Posts Supervised: Paint and Body Shop Department Staff______________________________________________________________________________
(2) Basic Function: To assist in the basic and efficient organization and runningof the department through supervision of staff in order toachieve department and corporate objectives. Performs allestimating functions.
1) Meets with each employee, assigning work at commencement of each day
2) Revises production schedule throughout the day with new work orders as required
3) Orders all necessary parts/materials to maintain appropriate inventory levels
4) Issues a work order for each and every vehicle
5) Prices warranty work
6) Appraises and estimates collision and rust damage
7) Prepares estimates using Mitchell Manuals
8) Monitors production daily on shop production board
9) Greets customers in a friendly, courteous manner
10) Determines work schedule and any necessary overtime
11) Ensures all keys are removed from vehicles and are properly secured at days end
Shop Foreman (Continued) Page 2
12) Monitors the performance and attitude of his/her staff
13) Assists in interviewing, hiring, supervising and straining staff
14) Ensures superior quality control standards are maintained on a consistent basis
15) Monitors and controls the cleanliness of the department
16) Develops and maintains appropriate equipment
17) Co-ordinates all outside sublet work
18) Unlocks and opens shop for business each day
19) Delivers and inspects vehicles when required
20) Delivers and inspects vehicles when required
21) Performs frequent job spot checks visually throughout the day
22) Co-ordinates all jobs between Paint and Body shop
23) Performs annual reviews
24) Attends trianing/seminars as required
25) Wears safety protective gear as required
26) Knows, understands and applies municipal, provincial and federal legislation as itpertains to the dealership
27) Ensures all safety policy and procedures in accordance with IAPA, WHIMS ancompany are strictly adhered to
28) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to deal with all insurance appraisers withoutauthorizing any discounts..
Shop Foreman (Continued) Page 3
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffInsurance CompaniesSuppliersGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
Posts Supervised: Body Shop Apprentices - indirectly______________________________________________________________________________
(2) Basic Function: To repair customer vehicles applying workmanship, qualityof excellent standards while exercising effective timeutilization for maximum productivity.
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To repair customer vehicles under the supervision of aqualified Body Shop Technician applying workmanship,quality of excellent standards while exercising effective time utilization for maximum productivity.
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Greets customers in a friendly and professional manner
2) Prepares repair estimates accurately and efficiently
3) Provides customer with explanation of repairs required
4) Receives work authorization from insurance companies and customer beforestarting work
5) Orders parts required as per estimate
6) Prepares repair orders with customer authorization signature to proceed
7) Negotiates with insurance representatives and appraisers to establish an agreedupon compensation for repairs
8) Assists customer with warranty related problems requiring Manufacturer warrantycoverage
9) Follows-up on all work in progress as required
10) Follows appropriate rack rotation of jobs according to Control Tower Operatorsdesignation
Estimator (Continued) Page 2
11) Completes follow-up calls on previously written estimates for increased sales
12) Ensures completion of job he/she estimates
13) Ensures repairs have been completed in accordance to repair work order andquality inspects each vehicle
14) Reviews completed work with customer at time of pick-up
15) Attends training/seminars as required
16) Attends department meetings as required
17) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
18) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to prepare all estimates for customers and toaccurately reflect the expensive expense repair completion. Mayrefuse release of vehicle if quality of repair is substandard.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffParts Management and StaffBody Shop Management and StaffAdministration Management and StaffCustomersSuppliersInsurance CompaniesGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To prepare the vehicle for painting and ensure the efficientuse of time and materials to achieve maximum qualityworkmanship and cost efficiency.
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To restore the required vehicle body area to match theoriginal paint finish while maximizing efficient use of timeand materials to achieve quality excellence in workmanshipat the most economic cost.
1) Punches time card at start of each day only when in uniform. Punches at lunch and day's end
2) Reports to Supervisor to obtain designated daily work
3) Brings vehicle to paint area
4) Verifies all masking and preparation area is properly prepared
5) Dewaxes prepared area
6) Mixes paint and verifies a perfect match
7) Determines area to be sprayed, blending when and where necessary
8) Sprays required area
9) Bakes for required time period
10) Records work order number of completed job
11) Reports to Supervisor for next assignment
Paint Technician (Continued) Page 2
12) Maintains area in a safe, clean and neat appearance
13) Ensures all flammable materials are returned to designated areas
14) Maintains a clean and neat personal appearance
15) Refrains from smoking in paint/flammable material areas
16) Maintains safety equipment in good functional order
17) Reports any malfunction/damage of equipment or tools
18) Wears appropriate respiratory apparatus when required
19) Polishes paint finishes as required
20) Returns all work order to Supervisor at day's end or upon job completion
21) Installs protective covers when required
22) Cleans any/all overspray on vehicles
23) Maintains spray booths at factory specifications
24) Maintains spray booths to optimum cleanliness standards
25) Updates paint production board after each job completed
26) Maintains clean spray guns in order to achieve maximum efficiency
27) Attends all Manufacturer's training seminars when required
28) Reviews all Paint/related bulletins on a regular basis
29) Acknowledges types of paints, ensuring appropriate applications
30) Wears safety protective gear as required
31) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
32) Performs other related duties________________________________________________________________________
Paint Technician (Continued) Page 3
(4) Authority: Is given the authority to restore the customers vehicle paint finish to original quality while exercising superior workmanship standards.
Relationships with: Body Shop Management and Staff______________________________________________________________________________
(5) Job Requirements:
1) Level of Education: Grade 12, valid driver's license
2) Experience required: Minimum five years vehicle painterexperience
3) Qualifications:
a) Expert knowledge of: Colour matching and application, aware of all body shop warranties (comebacks)
b) Working exposure to: Understanding of paint chemistry,application, previous preparation experience
c) Specials skills and abilities: Attention to DetailOrganizationalInitiativeCommunicationBondable
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To greet customers, obtaining work requirements andpayment in an efficient and courteous fashion, by acting as a corporate ambassador..
1) Punches time card at start and completion of each day and lunch hour
2) Reports at 8:00 a.m. sharp to desk area for work commencement
3) Retrieves appropriate work orders and obtains customer signature on same
4) Directs customer to daily rental or shuttle bus
5) Closes work orders assuring all details are complete; i.e., labour costs, reconcilingparts invoiced to work order
6) Files hard and soft copies daily
7) Delivers all soft copies to administration department
8) Books appointments with the co-ordination of the Assistant Body Shop Manager
9) Notifies customers of any additions or delays
10) Collects cash and reconciles with appropriate work order
11) Ensures all appropriate forms are signed by customers at time of release of vehicle
Body Shop Clerk (Continued) Page 2
12) Invoices insurance companies
13) Maintains workstation in a clean and orderly appearance
14) Determines inventory code is on all invoices
15) Stamps and files invoices in appropriate administration office
16) Handles all telephone enquiries promptly and courteously
17) Performs all photocopying
18) Maintains ledgers on a daily basis
19) Performs typing as required
20) Receipts all monies daily; i.e., cash, cheques, charge slips
21) Completes daily operating cost form, ensuring all monies balance
22) Delivers personally daily operating cost form and monies to Office Manager by10:00 a.m. each day
23) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
24) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to handle cash and deal with customerrequirements.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffParts Management and StaffBody Shop Management and StaffAdministration Management and StaffSuppliersGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Level of Education: Grade 12, valid driver's license
2) Experience required: Safe Driving Record
3) Qualifications:
a) Expert knowledge of: N/A
b) Working exposure to: N/A
c) Specials skills and abilities: Good DriverAttention to DetailInitiativeCommunicationBondable
______________________________________________________________________________(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
Posts Supervised: Parts Department Staff______________________________________________________________________________
(2) Basic Function: To maximize profits through efficient use of staff, space,equipment and inventory control while remaining withinestablished budgetary guidelines.
1) Selects, trains and supervises departmental staff
2) Determines nature and extent of dealership's parts and accessory market
3) Prepares monthly parts and accessory internal sales objectives
4) Determines and assigns team and individual sales goals
5) Develops promotion and point of sale aids
6) Supervises and approves purchase and stock orders
7) Supervises and approves purchase and stock orders
8) Conducts market surveys through internal/external sources and othermanufacturer's dealers
9) Verifies and approves regular pay time cards and overtime
10) Verifies inventory receipts registered to parts invoices daily
11) Conducts departmental walk daily
Parts Manager (Continued) Page 2
12) Recommends employee promotions and training courses
13) conducts employee annual reviews
14) Monitors and reports on obsolescence, inventory trends, zero stock, zero balanceguide, special order parts and weekly sales.
15) Designs employee work schedules on a regular basis
16) Determines and implements customer department policies and procedures
l7) Maintains current accessible storage of parts information bulletin and statement
18) Evaluates sales invoices, write-up repair orders and pricing policies
19) Determines department expense budget
20) Approves all requisitions for materials and expenses not resold on repair order orsales orders
21) Develops and administers parts department policies and procedures for inventorycontrol and pricing
22) Supervises maintenance of parts department facilities, equipment and vehicles
23) Conducts regular monthly meetings
24) Monitors all delegated functions
25) Attends regular department head meetings
26) Identifies new areas for growth development for maximization of efficient workflow and expense controls
27) Ensures all staff arrive punctually
28) Ensures daily parts ordered has arrived
29) Ensures all computer equipment is functional
30) Co-ordinates campaign parts and recall with service department
31) Knows, understands and applies municipal, provincial and federal legislation as itpertains to the dealership
Parts Manager (Continued) Page 3
32) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
33) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to maintain & purchase the necessary parts tomaximize departmental efficiencies cost effectively, control ofdetermining budgets, hiring & terminating employees is extended.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffWholesalersSuppliersGeneral Public
1) Level of Education: Grade 12, Post-Secondary helpful
2) Experience required: Manufacturer's parts department
3) Qualifications:
a) Expert knowledge of: Manufacturer's parts policies & procedures, competitive activity, accounting,computers
b) Working exposure to: Budgeting, cost accounting, forecasting,parts sales training
c) Specials skills and abilities: Personnel ManagementCommunicationOrganizationSalesInventory SystemsBondablePatienceDiplomacy
Attention to Detail
Parts Manager (Continued) Page 4
(6) Other Information:
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: To assist Parts Manager and supervise the efficient workflow within the department. Administers policies andprocedures. May authorize purchase requisitions to amaximum of $2,500.00.
1) Circulates throughout work station to supervise all appropriate policies and ensureprocedures are maintained
2) Supervises employee work schedules and training programs
3) Reviews and understands parts price changes availability and frequency of demand
4) Controls obsolete inventory to gain factory rebates
5) Supervises weekly stock orders from Manufacturer
6) Co-ordinates all special order parts for tie-up daily with Service Consultants
7) Verifies staff complement and substitutes when necessary or when short staffed
8) Verifies delivery sheets are properly completed and signed daily
9) Monitors delivery sheets for driver pick-up and delivery
10) Supervises cash receipts at day's end
11) Supervises daily orders on D.C.S.
Assistant Parts Manager (Continued) Page 2
12) Prepares month end sales trends and inventory investment trend reports
13) Completes Manufacturer's 'P83' reports for parts errors
14) Prepares stock orders as necessary
15) Prepares forecasting of inventory requirements
16) Assists in selection, training and supervision of departmental staff
17) Ensures appropriate maintenance of departmental facilities, equipment and vehicles
18) Assists in conducting regular department meetings
` 19) Knows, understands and applies all municipal, provincial and federal legislation as it pertains to the dealership
20) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
21) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to purchase equipment or parts. Authorityregarding supervision, training, rewarding and reprimanding isgranted.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffWholesalersSuppliersGeneral Public
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
1) Sorts and collates all paper communication documents from prior day
2) Verifies all prior days records against daily log
3) Enters all pertinent information onto internal computer
4) Follows-up on any discrepancies, adjusting daily log as required
5) Maintains a close working relationship with parts counter people and partsmanagement in order to ratify any discrepancies
6) Reports all repetitive problems to Parts Manager for ratification
7) Files all documentation daily
8) Purifies files on a regular basis
9) Files all Manufacturer's reference paper work; i.e. packing slips, bills of lading, etc.
10) Sources and prints all daily reports
11) Verifies all Manufacturer's packing slips to invoices
Parts Clerk (Continued) Page 2
12) Reports on appropriate forms any/all discrepancies and mails a copy toManufacturer
13) Verifies all purchase orders against invoices
14) Stamps all invoice packaging slips daily
15) Answers telephone enquiries in a prompt and courteous manner
16) Maintains and revises inventory computer system as required
17) Attends department meetings as required
18) Ensures all safety policy and procedures in accordance with IAPA, WHIMS andcompany are strictly adhered to
19) Performs other related duties______________________________________________________________________________
(4) Authority: Is given the authority to efficiently maintain departmental documents in order to achieve maximum efficiency levels.
Relationships with: Lease Management and StaffSales Management and StaffService Management and StaffBody Shop Management and StaffParts Management and StaffAdministration Management and StaffManufacturerSuppliers
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
(2) Basic Function: Responsible for the receiving and shipping area and allordered parts or equipment etc. in a prompt efficientmanner. Maintains a helpful and courteous image for allpersonnel..
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________
List hours of work and working conditions, if non-standard; include travel requirements, equipment to be operated, etc.):________________________________________________________________________