Office Manager
About The Position
Essential Duties include the following (other duties may be assigned): Hires, trains, and supervises office personnel. Analyzes and organizes office operations and procedures. Prepares a complete financial statement monthly according to dealership guidelines and the manufacturer's format and time frame. 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. Participates in the preparation of short- and long-term forecasts. 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 tax reports, tax deposits and tax returns in a timely, accurate manner. 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.
Requirements
- High school diploma or equivalent; some college preferred
- Prior HR or accounting experience preferred
- Must be detail oriented, able to multi-task, and have strong organizational skills
- Excellent interpersonal skills required
- Strong math skills
- Strong computer skills
- Strong oral and written language skills
- A willingness to learn and stay abreast of changing HR dynamics and policies
- Strong problem-solving skills
- Pass drug testing, background investigation/interview
Nice To Haves
- some college preferred
- Prior HR or accounting experience preferred
Responsibilities
- Hires, trains, and supervises office personnel.
- Analyzes and organizes office operations and procedures.
- Prepares a complete financial statement monthly according to dealership guidelines and the manufacturer's format and time frame.
- 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.
- Participates in the preparation of short- and long-term forecasts.
- 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 tax reports, tax deposits and tax returns in a timely, accurate manner.
- 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.
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What This Job Offers
Job Type
Full-time
Career Level
Manager
Education Level
High school or GED
Number of Employees
101-250 employees
