Operations Support Specialist

Tom Wood Toyota | Whitestown, IN

Tom Wood Toyota is seeking a friendly, organized, and adaptable Operations Support Specialist to play a key role in supporting dealership operations and delivering an exceptional customer experience. This position serves as the first point of contact for customers, guests, vendors, and visitors while providing administrative, operational, and departmental support across the dealership.

This role is ideal for someone who enjoys variety in their day, thrives in a fast-paced environment, and is willing to step in wherever help is needed. The Operations Support Specialist serves as a versatile team member who helps keep dealership operations running smoothly while ensuring every guest receives outstanding service.

The Operations Support Specialist is the dealership's utility player. This role combines receptionist responsibilities, administrative support, customer service, and operational assistance across Sales, Service, Parts, and Accounting to help ensure a positive customer experience and efficient dealership operations. This is an excellent opportunity for someone looking to gain broad dealership experience and grow their career within the Tom Wood organization.

• Welcome customers, vendors, and visitors in a professional and friendly manner.
• Create a positive first impression that reflects Tom Wood Toyota's commitment to exceptional customer service.
• Assist guests with directions and connect them with the appropriate department or team member.
• Maintain a clean, organized, and welcoming reception area.
• Support customer satisfaction by proactively assisting with guest needs and inquiries.

• Answer and route incoming calls promptly and professionally.
• Take accurate messages and ensure timely delivery to the appropriate team members.
• Assist customers with general dealership questions and direct inquiries to the correct department.
• Monitor and respond to customer communications as assigned.
• Coordinate information between departments to help ensure a seamless customer experience.

• Provide administrative support to dealership leadership and various departments.
• Process incoming and outgoing mail, packages, and deliveries.
• Assist with filing, data entry, document scanning, and record management.
• Support customer follow-up initiatives, dealership events, and internal projects.
• Monitor office supplies and assist with ordering and inventory management.
• Assist with dealership reporting, records maintenance, and other business operations as assigned.

• Provide operational support to Sales, Service, Parts, Accounting, and Administration teams.
• Assist with managing customer traffic flow and dealership logistics.
• Help prepare documents, materials, and resources needed by various departments.
• Support special projects, audits, events, and process improvement initiatives.
• Serve as a flexible team member who can assist where business needs require.

• Work collaboratively with all departments to support dealership goals.
• Demonstrate professionalism, discretion, and confidentiality when handling sensitive information.
• Maintain a positive attitude and willingness to assist others.
• Perform additional duties and responsibilities as assigned.

• High school diploma or equivalent.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office and basic computer systems.
• Ability to multitask and prioritize competing responsibilities.
• Strong customer service mindset with a desire to help others.
• Ability to adapt to changing priorities and support multiple departments.
• Professional appearance and demeanor.
• Dependable attendance and punctuality.

• Previous experience in customer service, administrative support, reception, office operations, or hospitality.
• Automotive dealership experience.
• Experience with multi-line telephone systems.
• Experience supporting multiple departments in a business environment.
• Bilingual communication skills.

• Ability to sit, stand, and move throughout the dealership as needed.
• Ability to operate computers, telephones, and other office equipment for extended periods.
• Ability to occasionally lift or move items weighing up to 15 pounds.

At Tom Wood Group, employees are more than team members. They are part of a family-owned company that has proudly served its communities for more than 50 years. We are committed to investing in our employees through training, professional development, and opportunities for advancement.

Our culture is built on collaboration, integrity, service, and a genuine desire to help others while providing employees with opportunities to grow personally and professionally.

Our four core values guide everything we do:

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

We also offer:

• Opportunities for career advancement across multiple industries and locations.
• A workplace culture that recognizes and values employee contributions.
• Comprehensive benefits designed to support employees and their families.

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