Reporting Relationship: This position reports directly to the General Sales Manager.
Job Summary:
Birchwood has an exciting opportunity for a Lexus Concierge at Birchwood Lexus. This position requires a person with excellent communication, organizational, and interpersonal skills. The successful candidate will work directly with the General Sales Manager, with the ability to multitask and interact with guests and team members with courtesy and efficiency.
The core of the role is sales administration - stocking in new and pre-owned vehicles, managing dealer trades, co-op claims, vehicle listings, and deal-related paperwork that keeps our sales operation running smoothly. Stationed at our front desk, the successful candidate is also a consistent, welcoming presence for everyone who comes through our doors.
Schedule: Monday-Friday, 9:00 am - 5:00 pm
Responsibilities:
Inventory & Vehicle Administration
- Stock in new and used vehicles in 180/Hub/Live Inventory List
- Input new vehicle invoices and maintain accurate, real-time vehicle status across in-transit, in-stock, sold, and delivered
- Manage web related vehicle listings & descriptions, coordinate with lot attendants in managing photos
- Reconcile physical inventory to the system and support monthly inventory audits
Dealer Trades & Vehicle Locates
- With input from Sales Management, process incoming and outgoing dealer trades, sourcing specific vehicles for guests from other Lexus retailers
- Book and track vehicle transportation for on ground dealer trades and monitor in-transit units
- Maintain the dealer trade log and follow up to keep deals moving
Manufacturer Programs & Co-op
- Prepare and submit co-operative (co-op) advertising claims, and track reimbursements through to completion
- Reconcile rebates and program credits, ensuring documentation and compliance
Lot & Operations Support
- Support lot, auction, and general dealership operations
- Prepare inventory, sales, and management reports as required
- Act as a central point of contact for administrative questions, liaising between Sales, F&I, Service
Front Desk & Guest Experience
- Provide a consistent, friendly point of welcome at the front desk - check in with arriving guests rather than assume they've already been helped, and direct them to the right team member or department for their appointment or needs
- Offer refreshments and keep the guest lounge tidy, comfortable, and inviting
- Monitor and re-stock lounge snacks, beverages, and amenities, coordinating reorders before supplies run low
Qualifications:
- Excellent communication, organizational, and interpersonal skills
- Exceptional attention to detail and accuracy with data entry and paperwork
- Ability to prioritize, multitask, and hit deadlines while stationed at a front desk with regular interruptions
- A warm, professional demeanour with polished presentation, and the instinct to greet and check in with guests rather than assume they've been helped
- Experience with dealership systems or previous dealership administration experience (inventory, sales coordination, or F&I admin) is a strong asset however not a strict requirement
- Solid Microsoft Excel and general computer skills
- Experience in a reception, hospitality, or other customer-facing role is an asset
- Discretion in handling confidential customer and financial information
- A valid Manitoba Class 5 driver's license
What Birchwood Can Offer You:
- Competitive compensation – in addition to salary, many roles have bonus and commission incentives that reward you for success
- Full benefits package including vacation time, company-paid extended health, dental/vision coverage, and employee assistance – with flex plan options
- RSP Matching program – Birchwood will match up to $5,000 of your regular earnings after 1 year of employment
- Employee referral bonus program – refer your friends to Birchwood and receive a referral bonus
- Career development opportunities & internal promotions
- Learning & development opportunities
- Wellness program
- Corporate discounts & group savings plan
- Volunteer program – Dollars for Doing
- Company events – Birchwood Bucks, Circle of Excellence, holiday parties
Birchwood is Manitoba’s largest automotive retailer network. Our 23 franchises include three state-of-the-art collision repair centres and four Birchwood Credit Solutions locations, and we offer sales, services, and parts to meet our customers’ automotive needs. We’re a recognized leader in the retail automotive industry, not only for our diverse workforce reflecting our community but also for our unparalleled commitment to team members, customers, partners, and neighbourhoods. At Birchwood, our days begin and end with gratitude, personal leadership, trust, respect, continuous improvement, and generosity.
Birchwood is committed to creating a diverse workplace and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Reasonable accommodation is available to applicants with disabilities upon request. Please email your request to: [email protected]
