Office Manager

Grubbs Family of Dealerships•Grapevine, TX

43d•Onsite

About The Position

The Office Manager is responsible for overseeing all administrative and accounting operations within the dealership’s business office. This role ensures the accuracy of financial transactions, the efficiency of daily office operations, and compliance with dealership policies and regulatory requirements. The Office Manager works closely with the Controller and management team to maintain smooth deal flow, timely reporting, and a positive, professional work environment.

Requirements

3+ years of experience in office management, accounting, or administrative leadership within an automotive dealership environment required.
Strong leadership, communication, and organizational skills.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
High attention to detail, confidentiality, and problem-solving ability.
Ability to manage multiple priorities in a fast-paced environment.

Nice To Haves

Associate or bachelor’s degree in accounting, Business Administration, or related field preferred.
Familiarity with deal processing, financial reconciliations, and DMV/title procedures preferred.
Experience with dealership management systems (Tekion or similar).

Responsibilities

Oversee and manage the daily administrative operations of the dealership’s business office, ensuring smooth and efficient workflow.
Coordinate with dealership management and department heads to maximize operational efficiency, improve deal flow, and maintain accurate and compliant records.
Supervise and support all accounting functions, including accounts payable, accounts receivable, payroll, and financial reporting.
Hire, train, and evaluate administrative and accounting staff, fostering a positive, collaborative, and professional work environment.
Develop, document, and implement office and financial procedures to ensure accuracy, consistency, and compliance with dealership policies.
Prepare and distribute financial and operational reports for management review.
Monitor and analyze financial data to identify opportunities for process improvement, cost control, and efficiency gains.
Ensure full compliance with federal, state, and local regulations, as well as dealership accounting and manufacturer (OEM) requirements.
Assist with customer concerns related to billing, financing, and documentation when needed.
Oversee front-desk and administrative staff scheduling and performance, ensuring exceptional internal and external customer service.
Maintain accurate recordkeeping for personnel, transactions, and financial documentation.
Support internal and external audits and assist with month-end closing processes as directed by the Controller or Assistant Controller.