The Wills Group

  • Dealer Administrative Coordinator

    Job Locations US-MD-La Plata
    Job ID
    # of Openings
  • Overview

    The Wills Group is currently looking for a driven, detail oriented, self starter to join our Retail Marketing team as our Dealer Administration Coordinator. This role will be responsible for providing excellent  customer service to all internal customers (Team members and support and operations staff of The Wills Group) and external customers (Retailers, Franchisees and their customers) by following inquiries and opportunities through to resolution and by maintaining a positive and helpful demeanor. The expectation is that they will use discretion and mature judgment in day to day operations. They will be expected to execute excellent teamwork and collaboration skills for successful outcomes, regarding special and routine assignments, tasks and projects assigned. The Dealer Administration Coordinator will efficiently and effectively perform all administration related assignments involved with lease creation, communication and tracking; insurance compliance; retailer solicitation; reporting of sensitive and non-sensitive correspondence; communication and updates through letter and report creation/generation; record keeping; reporting and data entry; Motorfuels web; customer inquiries and complaints and attending applicable onsite and offsite meetings.  


    • Gather and assemble information, either from documents or computer, in order to provide accurate, prompt and professional response to retailer and franchisee requests.
    • Participate in the execution of off-site meetings including RTM quarterly meetings. Participation in RTM quarterly meetings and other off site meetings (excluding REP convention) include preparing meeting rooms by moving furniture and equipment if necessary to accommodate presenter/attendee needs; preparing and distributing handouts including packets, gift bags and manuals; decorating including posting signs, inflating and hanging balloons and placing centerpieces; and coordinating with hotel personnel on meeting space needs and accommodations. 
    • Participate in the execution of REP convention.  Participation includes functioning in tight and crowded spaces to prepare work and close registration areas by lifting, setting and organizing and welcome packets, stuffing gift bags, hanging lanyard straps for display, training support staff on task completion, greeting and interacting with attendees, distributing materials.  Participation also includes lifting and moving remaining undistributed material to a secure location, coordinating with hotel personnel on meeting space and accommodations and reporting on attendance.  Participation also includes attending all meetings and events, following up on guest requests, observing meal service to ensure guest satisfaction and following up on and working on other REP sponsored convention activities as needed. 
    • While sitting at desk using a computer, prepare and communicate correspondence, reports, legal documents, statements, invoices and other miscellaneous records ensuring final product is accurate, timely and professional in appearance.
    • While standing, leaning and kneeling, file/store/retrieve information from permanent locations, files and storage.
    • Understand, interpret and manipulate (as applicable) reporting and information contained on branded fuel and their partner websites and retailer websites.
    • Understand, interpret and manipulate (as applicable) reporting an information contained on software and programs utilized in operating the business.
    • Maintain retailer databases and reports to ensure accuracy of information.
    • Manage lease/rent and associated compliance processes in relation to participation, coverage and terminations by preparing documents, communicating opportunities and findings and tracking outcomes. 
    • Manage insurance and associated compliance processes in relation to participation, coverage and terminations by preparing documents, communicating opportunities and findings and tracking outcomes. 
    • Handle sensitive inquiries from customers, the media, and the general public either by telephone or by written correspondence, professionally, ensuring inquiries are directed to the appropriate sources for information and handling.
    • Participate in the upkeep and daily maintenance of the kitchen by assisting with light cleaning and by managing product orders, delivery and stock.
    • Maintain the continuous and efficient flow of communication through prompt handling of incoming and outgoing mail, and telephone messages.
    • Execute cross training for  back up responsibilities of peer Dealer Administrators.

    Required Qualifications

    • Team centric attitude
    • Self-directed
    • Ability to multi-task with accuracy as a key focus
    • Willingness to change behavior in response to new situations
    • Ensure accuracy and timeliness
    • Strong oral, written, and presentation skills
    • Commitment to values-driven and culturally diverse work environment

    Applied Experience

    • One or more years of experience as an administrator or coordinator.
    • Experience with a laptop or desk top for data entry, database maintenance and report generation is a must as are the ability to use office equipment such as phone, copier, scanner and fax machine.
    • Must have working knowledge of Microsoft office suite including 365, word, excel, powerpoint, outlook.
    • Minimum of 1 year experience handling various customer service inquiries/conflict resolution.


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