Technology Application Coordinator & Administrator

Job Details

Job Location:

Information Technology (IT) - Van Nuys, CA 91402
Position Type:
Full Time
Salary Range: $75,000.00 - $95,000.00 Salary/year
Job Category:
Information Technology Technology Application Coordinator & Administrator

• Identify vendor software that will improve productivity, efficiency and customer value
• Research existing business costs, new software costs and budget impacts
• Set up vendor demos and reviews with Galpin stakeholders
• Coordinate software contracts and amendments for review and help facilitate communication between the vendor and the various stakeholders
• Manage software implementations including but not limited to the following:
  • Coordinate Information Technology (IT) requirements
  • Ensure stakeholders awareness of new software and its impact on the business & tools
  • Determine best date/time for installation and upgrades to minimize impacts
  • Provide documentation to line staff and coordinate vendor training
• Act as the subject matter expert and provide user administration and internal support for some tools
• Examples of existing softwares managed include: my Kaarma, Xtime, Epicor/Doc Star, Paycom, Dealer Mine, Dealer Built, CDK SMARTT, payment processors, Fed Ex/UPS and rideshare services
• User access management for various systems and vendor tools outside of Active Directory
• Manage vendor interfaces including realtime escalations, support requests and enhancements
• Primary contact for various software including my Kaarma, Dealer Built, Dealer Mine, Doc Star and others
• Participate in and lead internal Galpin initiatives primarily impacting Fixed Operations such as:
  • Dealership expansion of Services (mobile service, pick‑up and delivery, rideshare, etc.)
  • Support existing Parts & Service tools (Service Cart, AutoPoint, Sunbit, etc.)
  • Establish Fixed Ops services related to new dealership openings
  • Manage Credit Card Merchant Services interfaces for taking payments
  • Assist HR and Payroll on Paycom issues, establish new locations and manage templates
• Become a resource to help employees, facilitate collaboration, and find support across Galpin
• Maintain overall project status and present detailed and/or high level project status to both line staff and senior management to ensure a successful production implementation

• Experience coordinating project workflows from initiation to completion
• Ability to maintain precise project documentation, milestones, status reports, and vendor contracts
• Serve as the primary point of contact between dealership departments, corporate offices, and external vendors
• Lead project status meetings, record actionable minutes, and ensure accountability for follow‑up tasks across cross‑functional teams
• Ability to thrive in a high‑pressure, "customer‑first" environment where priorities can shift
• Exceptional verbal and written communication skills, with the ability to translate technical project jargon for non‑technical dealership staff

• Advanced hands‑on experience with automotive Dealer Management Systems (e.g., Dealer Built) and CRM platforms
• Deep understanding of automotive retail regulations, including privacy laws (CCPA & GLBA), consumer rights, and manufacturer (OEM) compliance standards
• Ability to pull and analyze retail performance metrics (e.g., absorption rates, turn rates, and CSI scores) to support project decision‑making
• Proven experience managing the intersection of personnel data and operational tools, specifically ensuring that staff onboarding/offboarding in HRIS platforms (e.g. Paycom)
• Advanced administrative experience with the my Kaarma suite, including the configuration of automated service reminders, mobile payment settings, and the video walk‑around tool to enhance the customer experience
• Act as the internal "Super User" for my Kaarma, Lightyear, and Paycom, leading sessions for how to utilize these applications and improve workflows
• Bachelor’s degree in Business Administration, Project Management, or a related field (or equivalent years of experience in the automotive industry)

• Full Benefits after 30 days of employment including Health, Vision & Dental Insurance
• 401k + employer match
• PTO
• Vehicle Purchase Discounts
• Employee Referral Bonuses
• Advancement opportunities

At Galpin, we believe that a diverse workforce is a strength to be celebrated. We value the unique contributions that you can bring to our team in terms of education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, color, religion, disability, sexual orientation and beliefs.