Operations Specialist

Operations Specialist

Job Description & Responsibilities

Position Summary

The Operations Specialist is responsible for supporting the daily operations of both the Sales and Service Departments. This position plays an important role in providing excellent customer service, maintaining organization, completing administrative tasks, and ensuring efficient communication between departments.

Primary Job Responsibilities

1. Receptionist & Customer Service

• Greet and welcome customers in a friendly, professional manner.
• Answer incoming phone calls and direct them to the appropriate department or employee.
• Assist customers with general questions and direct them to the correct personnel.
• Maintain a clean, organized, and welcoming reception area.
• Provide administrative support to Sales and Service management as needed.

2. New Vehicle Stocking & Processing

• Stock new vehicles into the dealership's inventory system and Honda iN.
• Vehicle walkarounds for vehicles coming off a hauler. Only when designated person is not available.
• Process new vehicle invoices and ensure all required information is entered correctly.
• Label and secure new vehicle keys in the designated key box.
• Ensure keys are delivered to the Service Department in a timely manner for pre-delivery inspections (PDIs) to avoid unnecessary delays.
• Communicate any delays to Sales and Service.
• Maintain accurate records of incoming vehicles and completed paperwork.

3. After-Service Customer Follow-Up Calls

• Contact customers following their service visits to ensure they are satisfied with their experience.
• Address general customer concerns and communicate any unresolved issues to Service Management. PRIOR TO MENTIONING SURVEY.
• If guest was satisfied with their visit, inform them of the survey to their email from Honda.
• Assist with additional customer follow-up tasks as directed by Service Management.

4. Daily Corporate Deposits & Paperwork

• Transport daily deposits and required dealership paperwork to the corporate office when available.
• Ensure deposits and documents are delivered accurately, securely, and on time.
• Coordinate with management regarding daily paperwork and deposit needs.
• Maintain confidentiality and proper handling of financial documents.

5. General Administrative & Department Support

• Assist Sales and Service teams with additional administrative projects/tasks as needed.
• Support daily dealership operations and help ensure tasks are completed efficiently.
• Maintain positive communication and teamwork between departments.

Performance Expectations

• Customer Service: Maintain a friendly, helpful, and professional attitude with every customer and employee.
• Timeliness: Complete vehicle stocking, invoicing, and key distribution promptly to avoid delays.
• Accuracy: Ensure all paperwork, invoices, and vehicle information are processed correctly.
• Follow-Up: Consistently complete after-service customer calls and communicate concerns to management.
• Reliability: Assist with daily corporate runs whenever available and needed.
• Teamwork: Demonstrate a willingness to help both Sales and Service Departments with a positive attitude.
• Accountability: Take ownership of assigned responsibilities and follow through without requiring constant reminders. Provide dependable administrative and customer service support that keeps the dealership organized, improves communication between Sales and Service, and creates a positive experience for every customer.

Why Work Here?

At Tom Wood Group, you’re more than an employee—you’re a part of a family-owned company that has been serving communities for almost 60 years. We believe in investing in our people through training, career development, and advancement opportunities. Our team thrives on collaboration, integrity, and a sincere desire to help others, and we’re passionate about creating an environment where you can grow both personally and professionally.

What Makes Us Different?

• A company built on core values: Humbly Confident, Passionately Driven, Sincere Desire to Help Others, and Uncompromising Integrity
• Opportunities to advance across multiple industries and locations
• A culture that values your contributions and celebrates success
• Comprehensive benefits designed to support you and your family

What We Offer

• Paid Time Off & Vacation
• Paid Holidays
• Medical, Dental & Vision Coverage
• 401(k) with Company Match
• Life & Disability Insurance
• Professional Training & Career Development
• Tuition Reimbursement
• Service Awards
• Opportunities for Advancement

Our Core Values

Humbly Confident | Passionately Driven | Sincere Desire to Help Others | Uncompromising Integrity

Employment Requirements:

All offers are contingent upon passing a background check, motor vehicle record review, social security verification, and drug screening. Tom Wood Group is an Equal Opportunity Employer.