For dealership owners and sales coordinators

Virtual assistants for auto dealerships

Keep each inquiry connected to the vehicle and the next conversation. KTD recruits and prepares your assistant for dealership follow-up, appointment coordination and the responsibilities you agree before handoff.

Find your assistant

A customer asks about a vehicle. Your team needs the context.

The inquiry names one stock number, a later message mentions another vehicle, and the salesperson is checking availability. A reply without that history can send the conversation in the wrong direction.

An assistant can maintain the inquiry record, gather the latest approved vehicle information and coordinate the sales appointment. Your salesperson takes over with the customer's questions and the current status in view.

The work to hand off

Give the sales conversation an organized starting point.

Capture vehicle inquiries

Connect each inquiry to the stock number, source and assigned salesperson. Record the customer's question and preferred contact method without losing the original message.

What you get back: A vehicle-linked inquiry record

Maintain approved listing details

Update administrative listing information from the inventory data and instructions your team supplies. Flag conflicting availability or specifications for review.

What you get back: A listing-update queue with source references

Coordinate sales appointments

Use the team's availability to arrange the next conversation or visit. Confirm the customer's selected vehicle and route any change back to the assigned salesperson.

What you get back: A sales appointment brief with confirmation status

Follow through after contact

Record the next action assigned by the salesperson and send approved reminders. Keep unanswered questions visible rather than treating every contact as ready for the same message.

What you get back: A customer follow-up queue with named owners

Illustrative workflow

From stock-number inquiry to an informed sales handoff

Keep the vehicle reference and availability source attached as the appointment takes shape.

The inquiry arrives

Assistant preparesRecord the stock number, question and contact details.

Your team decidesSales ownership and the appropriate response.

Information is checked

Assistant preparesGather the current inventory status supplied by the dealership.

Your team decidesAvailability, specifications and what may be represented.

The appointment is arranged

Assistant preparesCoordinate a time and record the customer's confirmation.

Your team decidesWhich vehicle and salesperson should be prepared.

Sales takes over

Assistant preparesSummarize the conversation and unresolved questions.

Your team decidesPricing, trade-in, financing and the transaction's next step.

Illustrative example — not a client record

A vehicle inquiry with an availability check pending

Give the salesperson the customer request and the unresolved inventory detail in one brief.

Inquiry and vehicle: Example entryAD-028; customer asks to view stock A214.; What to provide or checkTie the conversation to a specific inventory item.
Customer request: Example entryCustomer prefers a Saturday morning appointment.; What to provide or checkPreserve the requested time.
Current source: Example entryInventory record shows A214; the sales team is checking its viewing availability.; What to provide or checkIdentify what has been checked and what remains open.
Reply status: Example entryAcknowledgment sent; no viewing time promised.; What to provide or checkShow the customer-facing commitment so far.
Next action: Example entryAssigned salesperson confirms availability; assistant then offers an approved time.; What to provide or checkName the decision needed before booking.

Ready to hand over when: The salesperson can identify the stock item, requested appointment and availability gap, with no unsupported promise of a viewing.

Download the blank template (CSV)

No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.

Shape the role around the workload

Does the dealership have a recurring inquiry queue?

A useful fit when

Vehicle-specific inquiries and sales appointments need attention throughout the week.
You can supply current inventory information and assign a salesperson to each conversation.

Discuss the setup first

You need independent sales negotiation or financing authority.
Inventory sources conflict, or there is no clear route for sales to take over an inquiry.

Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.

Your dealership controls the offer.

Provide a reliable source for vehicle information and a clear person to answer commercial questions.

Pricing, trade-in values and sales commitments remain with authorized dealership staff.
Financing, credit decisions and related advice are outside this illustrative role.
Your team approves inventory representations, customer-contact rules and access to records.

Bring a real vehicle inquiry and its follow-up.

01Your inquiry channels and salesperson assignment process.
02Inventory status sources and approved customer responses.
03CRM, appointment tools and required dealership experience.
04Coverage hours and contacts for price, availability or financing questions.

Recruit. Prepare. Hand over.

Recruited for you. Trained for your industry.

First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.

We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.

Choose the support behind your hire.

Managed assistant

A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.

Explore managed support

Direct hire

We recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.

Explore direct hiring

The examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.

Before you bring someone on

Can an assistant help our business development center?: Yes. Inquiry records, appointment coordination and approved follow-up can form an administrative BDC role. We discuss the channels, volume and responsibilities before matching.
Can they answer whether a vehicle is available?: They can communicate the current status your dealership authorizes from its designated source. A discrepancy or a question requiring a commitment goes to the assigned salesperson.
Can they discuss prices or financing?: They can share information your team has explicitly approved within the agreed role. Negotiation, credit decisions, financing advice and commitments remain with authorized dealership staff.
How is the assistant prepared for our dealership?: KTD recruits and prepares for your dealership workflow and agreed responsibilities before handoff. Matching covers required skills, systems, hours and preparation time, including how sales takes over a conversation.
What are the service formats?: Managed support is a dedicated, full-time assistant through KTD with ongoing team support for a monthly fee. Direct hire covers recruitment and training for a placement fee before you hire directly. Scope, hours and terms are agreed before starting.

Give your sales team the conversation, already organized.

Tell us where vehicle inquiries and appointment follow-up slip between people. We will shape an assistant role around those handoffs.

Find your assistant

A different kind of business?

Explore other ways to organize the work around your team.

Auto repair shops Ecommerce businesses Franchise owners Explore all industries