Automotive Vehicle Contracts Administrator

The Contract Administrator Position has a Pay Scale consisting of the following elements and ranges.  Wages include Base Hourly Compensation of between $27.00 and $30.00.  

Position Purpose 

The Contracts Administrator is responsible for processing all new and used vehicle sales paperwork and make all appropriate accounting entries for all new and used vehicle sales transactions daily, in line with the organization’s, the manufacturer’s and legal and regulatory expectations and generally accepted business and accounting practices. 

Essential Duties and Responsibilities 

• Balance and process sales representative’s commissions and broker checks when applicable. 
• Maintain file and audit 8300 forms for IRS Cash Reporting compliance. 
• Audit all car deals and ensure completeness and accuracy of paperwork. Follow up as needed. 
• Process trade-in paperwork including processing loan pay-offs and equity checks in a timely manner. Follow up in collection of title. 
• Balance and audit client advisors commissions. Prepare reports for payroll and/or sales management. 
• Identify and rectify differences between Sales and Accounting applications CI-AVS. 
• Maintain current and accurate information on assigned General Ledger accounts (inventory, receivables, contracts in transit, due bill, lien payoffs, vehicle payables, incentives, reserves, commissions, vehicle payables, lien payoffs). 
• Receipt and disburse funds and assist in auditing of this activity (e.g. checks, bank balances, cash receipting, etc.) 
• Monitor and ensure collection of past due accounts. 
• Process warranties cancelations; extended service policies, GAP insurance and aftermarket contracts and reconcile statements accordingly. 
• Process policy cancellations and reimbursements. Reconcile statements monthly, reporting delinquencies to the Finance Director. 
• Reconcile accounts weekly and report discrepancies to appropriate department head. 
• Prepare vehicle receivables add CIT reports weekly; research and purge deposit schedule with vehicle receivables schedule; and disburse funds accordingly (i.e. Trade Equity Checks, Overpayments, etc.) 
• Process pre-owned trade-in paperwork including making pay-offs. 
• Audit, research and maintain accurate information regarding GL accounts for new vehicle inventory, receivables, CIT, new vehicle due bill, lien pay-offs, service schedules, aftersales and aftermarket. 
• Stay current with all brand sales reporting information, pertinent product information, and dealer incentives and program information. 
• Adhere to work schedule and arrive at work before your scheduled start time and be at your work station productively engaged by the scheduled time. 
• Complies with all safety rules and uses all appropriate safety and personal protection equipment as required. 
• Adhere to established dress code policy at all times. 
• Safeguard customer and Dealer information per established policy. 
• Exemplifies organizational culture and holds others in department accountable for doing the same. 
• Accomplishes all current and future tasks as appropriately assigned or requested. Maintain a positive and welcoming relationship with both staff and clients at all time. 
• Other related duties as may be assigned.

Salary : $27 - $30