Office Manager

PRIMARY FUNCTION: Overseeing the office staff personnel. Ensuring their work is completed in a timely and accurate manner. Establishing goals, complete personnel reviews, staff training, personally handle each individual’s growth and work ethic, and promote teamwork.

ESSENTIAL JOB FUNCTION/DUTIES:

• Transmit the manufacturer financial statements by the 10th of the following month.
• Update manufacturer financial statements / GL accounts as needed by the manufacturer.
• Ensure all deals are posted properly in the correct month. Review deals with deal booker.
• Process the semimonthly commission payroll in a timely and accurate manner.
• Remit all credit union and tax attachment payments.
• Submit 401K funding after each payroll.
• Enter any necessary payroll changes in ADP.
• Complete and submit NCM 20 Group supplement on a monthly basis.
• Remit monthly payments for Workers Comp, Amex(2), Visa, insurance, FSA fees, COBRA notices, and all outstanding loans.
• Reconcile credit card statements monthly. Post any payables to ensure the account zero’s out.
• Review all schedules with the various office personnel. Pay close attention to over-age balances, wrong references, and opposite signs (ex: credit balances on an account receivable schedule).
• Daily review cash balances and detail of all checking accounts. Inform Controller immediately of any deficit bank balances. If there is a bank deficit act accordingly – floor plan paid off vehicles still in stock, process contracts, borrow from LOC...etc.
• Post interest charges for LOC loans monthly when necessary.
• Request LOC advances and make payments as needed.
• Post interest charges and credits monthly.
• Post holdback credits and review schedule.
• Cross train all employee to ensure job duties have backup employee to handle their job duties in case of vacations, termination, FMLA,..etc.
• Reconcile Payroll, Main and Balance Floor plan account daily.
• Semimonthly review and reconcile the Employee Accounts Receivable Schedule and Wage Attachments Schedule.
• After each commission pay, review and reconcile the Sales and F&I Commission Schedule.
• Semimonthly review and reconcile the 401K Schedule and send the necessary funds on a semimonthly basis.
• Pay various vendors online using the Amex/Visa card.
• Add and remove all employees to the Penn Dot contract as necessary.
• Fax all necessary paperwork to Dealertrack for new profiles/user id setup.
• Import all checks to M&T for Positive Pay purposes daily.
• Pay sales & use tax by the 20th of the next month.
• Pay real estate, mercantile, vehicle rental and public assistance taxes.
• Print 1099’s annually.
• Assist with plate renewals annually.
• Prepare GOG spreadsheet/mix room inventory and give to Controller on a monthly basis.
• Ensure all Form 8300 are completed and mailed to the IRS. Type letter to be sent to the customer.
• Submit all unclaimed properties to the state on an annual basis.
• Post all necessary end of month entries i.e., advertising, retro monies, sales commission adjustments and Sheetz invoice.
• File all vehicle insurance claims as needed.
• Make all necessary journal entries as requested by Managers.
• Perform other duties and projects as deemed necessary by supervisor.

MINIMUM WORK EXPERIENCE/EDUCATIONAL REQUIREMENTS:

• Strong management and customer service skills.
• Automotive dealership experience is preferred.
• Strong leadership and organizational skills, and the ability to understand profit and loss statements, are requirements for success.
• Basic MS Office knowledge; computer software and internet proficiency.
• Excellent verbal/written communication.
• Valid driver’s license with a clean driving record.
• Willing to undergo a background check, drug testing, and MVR check as part of the pre-employment process.

EMPLOYEE REQUIREMENTS:

Compliance with all policies of the company including without limitation the Employee Handbook, Code of Conduct, Electronic Information Policy, and Confidentiality Agreement. This job description in no way states or implies that these are the only duties to be performed. This position is expected to follow other job-related instructions and duties.