Sales Secretary

Sales Secretary / Inventory Manager – HGrégoire Toyota Brossard

HGrégoire Toyota Brossard is seeking a Sales Secretary / Inventory Manager to support the sales managers and ensure comprehensive administrative follow-up of new and used vehicle sales files.

Job Objective Relieve the sales managers of administrative tasks related to sales and inventory so they can focus on team management, customer transactions, and profitability of files. Ensure accuracy of information, adherence to processes, and rigorous follow-up of files for an optimal customer experience and efficient deliveries.

Main Responsibilities

Sales Administration

• Maintain and update the daily sales log.
• Verify compliance and completeness of sales files.
• Ensure pre-delivery administrative follow-up.
• Coordinate communication between sales, finance, service, and accounting departments.
• Follow up on missing documents with clients and financial institutions.
• Prepare and organize delivery files.

Vehicle Order Management

• Confirm sold orders with Toyota Canada.
• Track customer orders and update vehicle statuses.
• Communicate information changes to sales managers and advisors.
• Monitor production, shipping, and arrival dates.

Inventory Management

• Maintain accuracy of new and used vehicle inventory.
• Record and update vehicles in internal systems.
• Track in-transit vehicles and manage inventory discrepancies.
• Generate inventory reports as requested by management.
• Monitor exchanges between dealerships.

Support to Sales Managers

• Prepare performance and sales reports.
• Follow up on pending transactions and ensure progress with relevant departments.
• Respond to administrative requests from sales managers.
• Contribute to process improvements to optimize operational efficiency.

Control and Compliance

• Ensure compliance with internal policies and manufacturer procedures.
• Verify the accuracy of vehicle and customer information.
• Maintain organized electronic and physical files.
• Ensure the confidentiality of personal and financial information.

Skills and Profile Sought

• Bilingual in French and English (spoken and written), intermediate to advanced level.
• Strong administrative rigor and attention to detail.
• Excellent organization and prioritization skills; ability to manage multiple files simultaneously.
• Initiative and autonomy.
• Proficiency in Microsoft Excel and Office suite.
• Excellent communication skills.
• Knowledge of the automotive industry (asset).
• Experience with Reynolds, Activix, or similar systems (asset).

Required Experience

• Minimum 1 year of experience in Sales Secretariat.
• Minimum 1 year of experience in Reception/Hosting.

Working Conditions and Benefits

• Employment type: Full-time, permanent
• Work mode: On-site
• Location: Brossard, QC
• Salary: CAD 50,000 to 65,000 annually, depending on experience

Social Benefits:

• Comprehensive group insurance plan (dental, disability, illness, life insurance)
• Paid leave
• Company events
• Employee assistance program
• On-site parking
• Club HGreg recognition program

If you wish to join a dynamic team in the automotive sector and contribute to smooth and professional deliveries, this position is for you.