Technology Application Coordinator & Administrator

GALPIN MOTORS, INC.•Los Angeles, CA

7d•$75,000 - $95,000•Onsite

About The Position

Technology Application Coordinator & Administrator Galpin Motors, a family-owned and operated company since 1946, is one of the largest and most recognized automotive dealership groups in the United States. With 13 locations and over 1,000 employees, we are committed to operational excellence and exceptional customer service, powered by technology to drive our business forward. With our continued growth, we are looking for a highly motivated Technology Application Coordinator & Administrator. This role often acts as the "Systems Architect". By linking various systems and processes together, you are ensuring that the right people have the right tools the moment they step onto the service drive, while maintaining high standards and compliance. This role will be based in North Hills, California, and will be responsible for driving process improvements, managing projects, operations support and implementation of vendor tools utilized across our dealerships in the San Fernando Valley, Santa Clarita, Hollywood, and Beverly Hills areas.

Requirements

Experience coordinating project workflows from initiation to completion.
Ability to maintain precise project documentation, milestones, status reports, and vendor contracts.
Serve as the primary point of contact between dealership departments, corporate offices, and external vendors.
Lead project status meetings, record actionable minutes, and ensure accountability for follow-up tasks across cross-functional teams.
Ability to thrive in a high-pressure, "customer-first" environment where priorities can shift.
Exceptional verbal and written communication skills, with the ability to translate technical project jargon for non-technical dealership staff.

Nice To Haves

Advanced hands-on experience with automotive Dealer Management Systems (e.g., DealerBuilt) and CRM platforms.
Deep understanding of automotive retail regulations, including privacy laws (CCPA & GLBA), consumer rights, and manufacturer (OEM) compliance standards.
Ability to pull and analyze retail performance metrics (e.g., absorption rates, turn rates, and CSI scores) to support project decision-making.
Proven experience managing the intersection of personnel data and operational tools, specifically ensuring that staff onboarding/offboarding in HRIS platforms (e.g. Paycom).
Advanced administrative experience with the myKaarma suite, including the configuration of automated service reminders, mobile payment settings, and the video walk-around tool to enhance the customer experience.
Act as the internal "Super User" for myKaarma, Lightyear, and Paycom, leading sessions for how to utilize these applications and improve workflows.
Bachelor’s degree in Business Administration, Project Management, or a related field (or equivalent years of experience in the automotive industry).

Responsibilities

Identify vendor software that will improve productivity, efficiency and customer value
Research existing business costs, new software costs and budget impacts
Set up vendor demos and reviews with Galpin stakeholders
Coordinate software contracts and amendments for review and help facilitate communication between the vendor and the various stakeholders.
Manage software implementations including but not limited to the following: Coordinate Information Technology (IT) requirements. Ensure stakeholders awareness of new software and its impact on the business & tools Determine best date/time for installation and upgrades to minimize impacts. Provide documentation to line staff and coordinate vendor training
Act as the subject matter expert and provide user administration and internal support for some tools.
Examples of existing softwares managed include, myKaarma, Xtime, Epicor/DocStar, Paycom, DealerMine, DealerBuilt, CDK SMARTT, payment processors. FedEx/UPS and rideshare services.
User access management for various systems and vendor tools outside of Active Directory.
Manage vendor interfaces including realtime escalations, support requests and enhancements.
Primary contact for various software including myKaarma, DealerBuilt, DealerMine, DocStar, and others
Participate in and lead internal Galpin initiatives primarily impacting Fixed Operations such as: Dealership expansion of Services (mobile service, pick-up and delivery, rideshare, etc.) Support existing Parts & Service tools (ServiceCart, AutoPoint, Sunbit, etc.) Establish Fixed Ops services related to new dealership openings Manage Credit Card Merchant Services interfaces for taking payments Assist HR and Payroll on Paycom issues, establish new locations and manage templates
Become a resource to help employees, facilitate collaboration, and find support across Galpin.
Maintain overall project status and present detailed and/or high level project status to both line staff and senior management. Ensure a successful production implementation.