Operations Support Coordinator/PA

About Us

We are Prestige Motors of Malden, a privately owned used car dealership based in Malden, Massachusetts. Although “Pres1ge” may sound like a dealership chain name, we operate from one location only and have proudly served the local market for over 20 years.

Our business is established, fast-moving, and growing. We typically sell around 500–600 vehicles per year and currently have approximately 220 cars on our lot. As an independent dealership, we operate with a hands-on, practical, and team-focused approach, where every person plays an important role in keeping the business organised, responsive, and efficient.

We are now looking for a proactive Operations Assistant / Dealership PA to support our management team, sales team, and day-to-day dealership operations.

Role Overview

The Operations Assistant / Dealership PA will support the dealership management team by helping with CRM monitoring, outbound follow-ups, reporting, service appointment coordination, research, admin tasks, and general operational support.

This is not a traditional inbound sales or call-centre role. The main purpose of this position is to make sure important tasks do not get missed, leads are followed up, information is organised, reports are prepared, and the team receives practical support when needed.

We are looking for someone energetic, organised, independent, and willing to solve different types of problems. The right person should be comfortable working in a fast-paced environment, using AI tools for research, communicating with different people, and taking ownership of tasks without needing constant supervision.

Key Responsibilities

CRM and Lead Monitoring

• Monitor the dealership CRM throughout the working day.
• Check whether new leads have been received and followed up properly.
• Make sure pending leads are not ignored.
• Alert salespeople or management when leads require attention.
• Help salespeople with follow-ups when they are busy with customers.
• Keep CRM notes clear, accurate, and up to date.
• Track lead activity and identify missed or delayed responses.

Outbound Follow-Ups

• Contact old, inactive, or expired leads through calls, texts, or emails.
• Follow up with customers who previously showed interest in a vehicle.
• Help revive leads that have stopped responding.
• Send polite and professional follow-up messages.
• Support the sales team by helping with customer communication when appropriate.
• Report the results of follow-up activity to management.

Reporting and Data Organisation

• Prepare daily or weekly reports on lead activity.
• Track how many leads came in, how many were followed up, and how many remain pending.
• Summarise salesperson activity and lead distribution.
• Report on revived leads, customer responses, sales outcomes, and operational blockers.
• Organise data clearly in Google Sheets, CRM, or other internal tools.
• Help management understand what is happening across the dealership.

Operational and Administrative Support

• Assist management with different day-to-day operational tasks.
• Research information, compare options, and present clear recommendations.
• Help source parts, services, suppliers, or repair-related solutions.
• Contact dealerships, service departments, insurance companies, vendors, or other third parties when needed.
• Help schedule service appointments or follow up on repair-related issues.
• Support communication between management, salespeople, mechanics, and external contacts.
• Complete ad-hoc tasks quickly and responsibly.

Research and AI-Assisted Problem Solving

• Use tools such as ChatGPT or other AI platforms to research operational questions.
• Investigate vehicle-related issues, warranty questions, supplier options, or process improvements.
• Compare several options before presenting a recommendation.
• Verify information instead of relying blindly on AI-generated answers.
• Help the team save time by preparing clear, useful summaries.

What We Are Looking For

We are looking for a person with strong ownership, energy, and common sense. The ideal candidate should not need every step explained in detail. They should be able to receive a task, understand the goal, ask smart questions if needed, research possible solutions, and report back clearly.

The right candidate will be practical, reliable, and comfortable handling different types of tasks during the day.

Requirements

• Strong spoken and written English.
• Comfortable making outbound calls.
• Strong organisational skills and attention to detail.
• Ability to work independently and take ownership of tasks.
• Comfortable using CRM systems or willing to learn quickly.
• Good Google Sheets / Excel skills.
• Comfortable using AI tools such as ChatGPT for research and problem-solving.
• Ability to communicate professionally with customers, team members, and external companies.
• Strong follow-up skills.
• Ability to manage multiple tasks and priorities.
• Fast learner with a proactive attitude.

Preferred Experience

• Previous experience as a Personal Assistant, Operations Assistant, Admin Assistant, CRM Assistant, Sales Support Assistant, or similar.
• Experience in a car dealership or automotive environment.
• Experience with customer follow-ups or lead management.
• Experience preparing reports or working with sales data.
• Experience booking appointments or communicating with service departments, vendors, or suppliers.

Who This Role Is Best For

This role is best for someone who enjoys being useful, solving problems, and keeping things moving. The person should be comfortable with a varied workload and should not expect every day to look the same.

Some tasks will involve CRM and reporting. Some tasks will involve calling customers or service departments. Some tasks will involve researching information. Some tasks will involve supporting management with urgent priorities.

The successful candidate will become an important support person for the dealership team.

Compensation

Full-time role. Salary will depend on experience, skills, and performance. A performance-based bonus may be available for strong results, reliability, and consistent ownership of tasks.

How to Apply

Please apply with your CV and a short message explaining why you think you would be a good fit for this role.

In your message, please include:

1. Your relevant experience.
2. Whether you have worked with CRM systems before.
3. Whether you are comfortable making outbound calls.
4. Whether you have used ChatGPT or other AI tools for work.
5. Your expected monthly salary.
6. Your availability to start.