Office Manager

Processes and generates financial data for all dealership departments, which together represent the accurate financial condition of the business. Provides accurate reporting to the dealer/general manager/CFO and is responsible for accounting office and administrative functions.

Essential Duties

• Hires, trains, and supervises office personnel.

• Analyzes and organizes office operations and procedures.

• Controls all posted documents, including time records, vehicle deals, commissions and additions and changes to inventory.

• Prepares daily bank deposit and cash report.

• Maintains an effective cash management system. Forecasts cash needs.

• Controls petty cash amounts for dealership and sales department.

• Provides a timely daily operating control (DOC) and keeps the dealer/general manager informed about trends.

• Reconciles select accounts monthly.

• Approves adjustments to inventory and receivable accounts.

• Ensures that all manufacturer accounts including warranty claims, rebates, interest, protection, and co-op advertising accounts are current and accurate.

• Prints monthly journals, schedules and general ledger. Closes month by processing accounting month-end.

• Assists in completion of annual review/audit.

• Ensures compliance with all government regulations.

• Prepares payroll on a timely basis, posts payroll and maintains payroll records.

• Prepares employee health/life benefit payments.

• Stays abreast of current factory incentives and codes deliveries on dealership computer system accordingly.

• Administers charge-back program for late charges to inventory.

• Prepares monthly floor plan report for use in commission calculations.

• Prepares sales commission/chargeback detail reports.

• Manages the payoff of vehicle floor plan and works with bank representatives.

• Approves new charge accounts and oversees collection of past due accounts.

• Compiles information and prepares reports as requested by management and/or dealer principal.

• Controls keys to buildings and maintains log of keys issued to employees.

• Cross-trains a qualified substitute.

• Processes paperwork for new employees and terminations.

• Keeps an updated file of all dealership job descriptions.

• Maintains confidential employment files.

• Maintains a professional appearance.

• Attends managers meetings as requested.

• Other tasks as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Bachelor's degree (B.A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.