Office Manager

GENERAL EXPECTATIONS OF THE JOB: 

Processes and generates financial data for all dealership departments, which together represent the accurate financial condition of the business. Provides accurate reporting to the dealer/general manager and is responsible for accounting office and administrative functions.

ESSENTIAL FUNCTIONS OF THE JOB:

Essential Duties include the following. Other duties may be assigned.

Hires, trains, and supervises office personnel.

Analyzes and organizes office operations and procedures.

Prepares a complete financial statement monthly according to dealership guidelines and the manufacturer's format and time frame.

Controls all posted documents, including time records, vehicle deals, commissions, and additions and changes to inventory.

Reviews the general ledger and scheduled accounts. Notes any unusual entries & investigates.

Oversee bank deposits and cash reports.

Maintains an effective cash management system. Forecasts cash needs.

Controls petty cash amounts for dealership and sales department.

Provides departmental managers with detailed financial and management reports.

Manages all statistical data on financial statements.

Reconciles select accounts monthly.

Approves adjustments to inventory and receivable accounts.

Ensures that all manufacturer accounts including warranty claims, rebates, interest, protection, and co-op advertising accounts are current and accurate.

Print monthly journals, schedules, and general ledger. Closes month by processing accounting month-end.

Participates in the preparation of short- and long-term forecasts.

Assists in completion of annual review/audit.

Ensures compliance with all government regulations.

Prepares payroll on a timely basis, posts payroll, and maintains payroll records.

Prepares tax reports, tax deposits and tax returns in a timely, accurate manner.

Stays abreast of current factory incentives and codes deliveries on dealership computer system accordingly.

Prepares monthly floor plan report for use in interest, etc. calculations.

Analyzes and reports all chargeback detail reports.

Manages the payoff of vehicle floor plan and works with bank representatives.

Approves new charge accounts and oversees collection of past due accounts.

Compiles information and prepares reports as requested by management and/or dealer principal.

Cross-trains a qualified substitute.

Receipts all monies collected by Manufacturer on all dealerships.

Oversee quarterly audits from bank representatives.

Maintains a professional appearance.

Attend managers’ meetings as requested.

Organize office functions and oversee daily operations

Review and approve accounting timecards daily.

Maintain dealership office supplies. Review supply requests and place orders for all departments.

Review office expenditures including supplies and postage.

Manage OneView data filing reports and perform periodic sample testing for accuracy.

Assist in administration duties for the Reverse Risk reporting website.

Complete daily reconciliation of the ban as well as month end reconciliation report. Follow-up on wire transfers and returned checks.

Post manufacturer ACH payments: Include PDI payments, incentives, reserve payments, monthly credit card fees, ACH loaner payoffs and monthly/quarterly bonus payments. Reconcile related schedules.

File service contract Cancellations, post cancellation refunds, and issue payment to customers and institutions. Assist in reconciliation of service contract schedules.

Review the DOC, maintain models and accounts, verify DOC and Financial statement match.

Assist in completing month end functions: complete month end payroll accrual and statistical data worksheets, post monthly demo writes down and review financial statement data.

Review of the dealership monthly expense analysis, correct errors, and report inconsistencies

Complete monthly tax payments: Waste Tire, Rental Income, Sales Tax

OTHER DUTIES: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

GENERAL COMPETENCIES: College diploma or the equivalent of experience or a combination of both. Professional personal appearance. Excellent communication skills. Ability to meet company's production and quality standards. Superior communication skills. Valid state insurance license. Able to interact and have a good relationship with all clients. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

SUPERVISORY RESPONSIBILITIES:  Directly supervise office staff. Fulfill supervisory responsibilities in accordance with the organization’s policies and applicable law.  Responsibilities include interviewing, hiring, and training employees’ planning, assigning, and directing work; appraising performance; rewarding and disciplining staff; addressing complaints and resolving problems.

WORK ENVIRONMENT:   General work environment will be indoors in an office setting but outside time will be necessary to view inventory, assist with a delivery or assist with a client or fellow employee. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

PHYSICAL DEMANDS OF THE JOB: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is occasionally required to sit, climb or balance; and frequently stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to twenty pounds and occasionally lift and/or move more than twenty pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Repetitive hand/finger movement; grasping/grabbing with hands and pushing and/or pulling is required. Occasional travel is required for vehicle test drives and/or certification training in other cities/states.

EXPECTED HOURS OF WORK: Work evening, weekend and other hours as required. General expectations of the position require 40-50 hours per week at the dealership, generally Monday through Friday.

PREFERRED EDUCATION AND/OR EXPERIENCE: College diploma or the equivalent; one to two years related technical experience and/or training; or equivalent combination of education and experience.

ADDITIONAL ELIGIBILITY REQUIREMENTS: Valid Oklahoma Driver’s License as approved by the Company's Insurance, acceptable background check and compliance with the Company’s Drug & Alcohol Policy. Technical employees are required to maintain Manufacturers training standards and certifications. All employees are required to maintain compliance with Don Thornton Automotive Groups Safety and Human Resource training.

OTHER REQUIREMENTS:

LANGUAGE SKILLS

• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to draft routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to draft reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

• Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.

• Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to write speeches and articles using original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.

MATHEMATICAL SKILLS

• Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

• Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY

• Ability to apply common sense understanding to conduct detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

• Ability to apply common sense understanding to conduct instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. The ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

• Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Compensation will be based on experience.