Automotive Office Administrator

Baker South Haven•South Haven, MI

4d•Onsite

About The Position

At Baker Auto Group we’re always looking for great talent! Apply below to come join our winning team! The Automotive Office Administrator will be responsible for a variety of clerical and administrative tasks to support the dealership's operations. This role includes managing communications, providing clerical support, scheduling, inventory management, basic bookkeeping, and specific duties related to the Automotive Title Clerk function. The ideal candidate will have previous dealership experience, excellent communication and organizational skills, and proficiency in Microsoft Office.

Requirements

High School Diploma
Excellent communication and organizational skills
Experience using Microsoft Office suite
Ability to work effectively with customers, vendors, and employees
Must be willing to submit to a drug screen & background check

Nice To Haves

Previous dealership experience preferred

Responsibilities

Answering phones, screening/directing calls, taking messages, and greeting clients or visitors.
Sorting mail and responding to general emails.
Organizing and maintaining digital and physical filing systems, data entry, photocopying, and scanning documents.
Managing calendars, booking meeting rooms, and organizing appointments or travel arrangements.
Monitoring and restocking office supplies, ordering breakroom items, and arranging maintenance for office equipment.
Assisting with expense tracking, invoicing, and processing routine paperwork.
Processing all new and used vehicles for registration in the state in which they will be titled.
Preparing tax and title documents.
Submitting all legal transfer work to the Department of Motor Vehicles.
Verifying that funds have been collected and the correct lienholder paid off before processing title applications.
Checking for accuracy in the application and ensuring that all information is complete.
Preparing payoff checks for new vehicles and trade-ins.
Billing out all dealer trades and preparing Certificates of Origin.
Maintaining a system to verify out-of-state titles.
Compiling and maintaining a complete list of all outstanding title work.
Reporting to management on the status of any missing or problem titles and providing a current list of outstanding titles to the comptroller at the end of month.
Signing over titles for all wholesalers who have paid in full.
Preparing a monthly report to management of any funds not collected from wholesalers due to missing or incomplete title work.
Preparing stock cards for new and used vehicles.
Posting vehicle sales and purchases.
Processing/registering all vehicle warranties and extended service contracts, maintaining a log of all contracts processed and mailed.
Processing yearly renewal of dealer tags in conjunction with comptroller.
Staying abreast of title regulations.
Attending seminars held by local licensing bureaus and any available training on title regulations.
Cross-training others to handle title clerk daily responsibilities.
Conducting periodic training sessions for F&I managers and sales personnel regarding title regulations and procedures and issuing a written memo to managers and all sales personnel whenever regulations change.
Directing title runner in daily routines.
Maintaining a professional appearance and a neat work area.
Performing other tasks as assigned.