Part-Time Office Assistant

LeadCar Toyota Hazleton•Hazle Township, PA

About The Position

The Part-time Office and Accounting Assistant supports the office operations at the dealership through a range of accounting activities including accounts payable, posting deals and various account reviews. This position will also receive calls at the dealership, determines the nature of their business, and directs callers to their destination. This includes answering basic inquiries, routes incoming calls, takes messages, and provides basic information to all callers.

Requirements

Associates degree in accounting preferred.
Must have knowledge of principles and processes for providing exceptional customer service.
Must have the ability to establish productive, cooperative relationships with customers, vendors, co-workers and management.
Must have knowledge of administrative and clerical procedures and systems such as Microsoft Word and Excel, managing files and records, designing forms, and other office procedures.
Must utilize effective time management skills and have the ability to work effectively and productively in a fast- paced environment.
Must have exceptional customer service skills including excellent phone etiquette.
Must have excellent verbal and written communication skills.
Must possess exceptional interpersonal communication skills.
Must possess strong organizational skills.
Must be punctual, dependable and reliable.
Must have the ability to work independently on assigned tasks as well as to accept direction on given assignments.
Must maintain a professional appearance and manner consistent with the dress code policy and best practices set forth by the General Manager.

Responsibilities

Posts all open items in accounts payable on a daily basis.
Reconciles vendor statements to the AP.
schedules making sure payments are accurate and consistent with the dealership schedules.
Prepares monthly accounts payable run and prints checks.
Ensures that we have W9 information for vendors.
Prepares 1099s at year-end.
Posts all invoices related to the Factory Statement.
Prints out and posts the necessary weekly reports related to the factory statement.
Reconciles the monthly factory statement to the GL to ensure they balance.
Posts retail deals on a daily basis.
Reviews and cleans up various schedules as assigned by Controller.
Assist with month-end reconciliations.
Assist with sales tax reconciliation.
Remits all vehicles warranties and other vehicle products sold, maintaining a log of all contracts processed/mailed and verifying against the GL for accuracy
Break down all deals turned in from F&I office
Put finance package together to mail to finance company; Quick Fund deals where applicable.
If applicable to deal: create trade in deal jacket, make payoff check to lienholder as needed, file trade title and/or follow up on title/lien release
File State Notice of Sale on each retail deal
Maintain all MSOs/Titles
Follow-up on all used titles/lien releases as needed
Prepare MSO’s/Titles to be sent to DOR office or customer for sold units
File Notice of Liens for all required deals
Check in Keys of New received vehicles for inventory
Create PDI service RO, tag keys and give to Sales Manager
Issues and tracks dealer plates for the sales department.
Ensures Loaner Agreements are accurate and legible as needed for checked out plates
Scans all completed deal packets to be uploaded, indexed, and verified for accuracy to scan site.
Operates a multi-line phone system answering incoming phone calls for the dealership.
Answers all incoming calls in a prompt, polite, professional manner, transferring them to the appropriate person or department quickly.
Provides voice mail for callers if employee cannot be reached.
Takes detailed messages when voice mail is not taken by caller and delivers message to appropriate party in a timely manner.
Maintains a personal demeanor consistent with Company culture, contributing a positive, supportive work environment for all team members.
Issues and tracks dealer plates for the sales department.
Ensures Loaner Agreements are accurate and legible as needed for checked out plates
Stocks in new and used vehicles, dealer trades.
Maintains a neat work area.
Assists with other projects and duties as assigned by the Controller or Office Manager.