Retail Specialist and Assistant to the CEO (Front Counter and Office)

Location: [Toronto, ON]

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Role Summary

We are hiring a single, high accountability role that combines front counter retail with structured administrative support to the CEO. You are the first point of contact for customers and the operational anchor for scheduling, documentation, payments, and follow up. You must be composed under pressure, accurate with details, and discreet with confidential information.

 

Key Responsibilities (Retail and Customer Experience)

Greet customers in person and handle inbound calls, texts, and emails with professional tone and speed.

Book appointments, confirm arrivals, and protect the schedule from avoidable disruption.

Process payments through POS, issue receipts, and follow end of day cashout procedures.

Support retail sales and merchandise presentation, including basic restocking and displays.

Handle basic customer intake and ensure information is recorded cleanly and consistently.

 

Key Responsibilities (Office and Assistant to the CEO)

Maintain accurate work order files, customer notes, and internal documentation.

Coordinate parts ordering and receiving, match packing slips, and flag backorders immediately.

Prepare daily summaries for the CEO, including schedule status, urgent items, and customer follow ups.

Support the CEO with structured administrative tasks such as vendor calls, appointment scheduling, document preparation, and simple tracking in spreadsheets.

Protect confidentiality and handle sensitive information with discretion.

 

What Success Looks Like

Customers receive fast and polished communication.

Appointments are booked correctly and the day runs on time.

Invoices, payments, and records are accurate with minimal corrections.

Parts are ordered correctly and delays are flagged early.

The CEO has fewer interruptions and better visibility.

 

Must Have

Strong customer service with calm conflict handling.

High attention to detail and pride in accuracy.

Confidence using computers, POS systems, email, and calendars.

Reliable attendance and punctuality.

Ability to manage multiple priorities without losing control of the basics.

 

Nice to Have

Experience in a repair shop, parts counter, or service environment.

Experience with invoicing, order tracking, or light bookkeeping.

QuickBooks, Square, Wix, or similar systems experience.

Bilingual (English and [French or other language] if relevant).

 

Not in Scope

You are not diagnosing vehicles or performing mechanical work.

You are not responsible for resolving technical disputes. You escalate to the Service Advisor or CEO.

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How to Apply

Send your resume and a short note explaining why you fit a high accountability front counter and CEO support role. Include your availability and wage expectations.  Sergio.Otoya@torontomoto.com