Office Manager

Job Description

Job Description

The Office Manager directs and coordinates administrative support services within a specific geographic Area. Must be familiar with a variety of administrative concepts, practices and procedures. Relies on extensive experience and judgment to ensure consistent application of company administrative processes and procedures. Performs a variety of tasks in leading and directing the work of others. May supervise office personnel and activities such as personnel, billing, truck sales administration, receptionist, cashier, etc. to achieve maximum expense control and productivity.  HLAs HIGH LEVERAGE ACTIVITIES (focus actions that will return the highest impact) :

• Ensure effective operation of office and administrative activities in multiple dealerships assigned.
• Implement and maintain department controls and procedures consistent with company direction, considering recommendations and improvements for such controls.
• Liaison with assigned dealerships, corporate and other Areas to ensure administrative functions are delivered seamlessly.  KEY RESPONSIBILITIES AND PERFORMANCE MEASURES :
• Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
• Provide assistance when needed in Human Resources to onboard new employees and for special projects.
• Assist General Manager with exceptions on schedules identified by accounting.
• Develop process to submit legal transfer work for truck deals once monies are received for funding.
• Stay abreast of title regulations. Attend seminars held by local licensing bureaus and any available training on title regulations.
• Make sure all paperwork in each truck deal is accurate; check for completeness (signatures, verify VIN, etc.).
• Maintain records of all financial documents with appropriate supporting material; update records as necessary.
• Provide assistance with questions relating to general ledger, budget to actual reports, and other reporting.
• Assist with completing end-of-the month dealership accounting reports.
• Assist accounting and external auditors at year-end with preparing schedules and invoices, providing explanations of supporting materials and procedures, and preparing any other necessary data.
• Fill in where needed in the absence of other employees.
• Coordinate with all departments; act as liaison.
• Manage Area customer and employee events.
• Attend staff meetings.
• Other duties assigned by manager.  QUALIFICATIONS AND EXPERIENCE :
• High School Diploma, or equivalent required. College education preferred.
• Minimum two (2) years dealership administration / accounting experience, whether car, truck, motorcycle, etc. preferred.
• Experience in administrative support and office practices.
• Basic understanding of accounting principles.
• Ability to utilize Excel, Word and other Microsoft software.
• Paycom / Excede dealership business system experience preferred.
• Excellent communication skills and a team mentality are necessary for successful job performance.
• Research and Analysis skills.
• Attention to detail, thoroughness.
• Self-motivated; able to effectively prioritize tasks and organize schedule.  PHYSICAL AND ENVIRONMENTAL CONDITIONS : The position is located in the office and shop environment. Mobility of walking, standing and bending is frequent. Dexterity, hearing and talking requirements are constant. Visual ability to detect situations of concern is constant. Must be able to meet the public and make decisions.  NOTE : This Position Profile is not intended to be an all-inclusive. Employee may perform other related duties as required to meet the on-going needs of the company. The Position Profile is intended to describe the general nature and level of work being performed by individuals assigned to this job. It is not an exhaustive listing of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. Management reserves the right to revise the job or to require that other tasks be performed when circumstances change (e.g. emergencies, changes in personnel, workload, rush jobs or technological development.