What are the responsibilities and job description for the Office Manager position at Porterville Ford?
Qualifications
Education
High school diploma or the equivalent.
Other
Ability to read and comprehend instructions and information.
Professional personal appearance.
Excellent communication skills.
Ability to meet company's production and quality standards.
.
Physical Requirements
Surroundings
spend time indoors in air-conditioned areas.
Sitting
for prolonged periods
Standing
on a regular basis
Walking
on a regular basis
Bending, twisting and/or stooping
infrequently
Kneeling and/or Squatting
infrequently
Lifting
25 lbs to 50 lbs
infrequently
Reaching and/or lifting overhead
infrequently
Climbing
stairs
Repetitive hand/finger movement
for prolonged periods
Grasping/grabbing with hands
infrequently
Pushing and Pulling
infrequently
Expectations
General Expectations
Devote himself/herself to insuring satisfaction to customers.
Determine management, production and quality requirements by asking questions and listening.
Attend company meetings as required.
Maintain a follow-up system that encourages follow through with assigned projects.
Establish personal performance goals that are consistent with company standards of productivity and devise a strategy to meet those goals.
Review and analyze actions at the end of each day, week, month, and year to determine how to better utilize time and plans more effectively.
Understand the terminology of the business and keep abreast of technology changes in products and services.
Know and understand the federal, state and local requirements which govern the company’s business.
Follow lawful directions from supervisors.
Understand and follow work rules and procedures.
Participate in performance management.
Interact well with others and be a positive influence on employee morale.
Uphold the company’s non-disclosure and confidentiality policies and agreements.
Work evening, weekend and holiday work hours as required.
Job-Specific Expectations
Take responsibility for payroll calculation and distribution, making sure paycheck distribution is appropriate and timely. Be responsible also for the year-end documents pertaining to payroll.
Be polite and friendly and greet customers promptly.
Begin employee file, initiate and file all paperwork for new employees.
Devise, implement and monitor a filing system for all accounting reports that is precise and easily accessible.
Keep employee personnel records current and ensure that they are secured and safeguarded
Organize and oversee all transactions related to insurance and credit union.
Supervise accounts payable invoices, making certain that payments for purchases, dues, and taxes are accurate and prompt and that the pertinent forms are filed correctly and on time.
Be polite and prompt on the telephone, documenting messages as required and ensuring that the appropriate employees receive them. When the call regards a customer complaint, deal with it by quickly notifying the appropriate individual, and accurately express the status and significance of the call.
Supervise as necessary to make sure office supplies are stocked and replaced efficiently and to avoid running out.
Ensure a clean, amiable and efficient office environment.
Receive and appropriately manage the mail to safeguard it.
Calculate salesperson commissions and complete sales deals.
Keep vehicle inventory up to date. Manage accurate and properly filed sold vehicle paperwork.
Oversee and train office employees in all aspects of their job expectations to ensure productivity and job satisfaction.
Organize regularly scheduled back up of computer files and review the back up operation to verify that it is free of errors. If errors occur, initiate corrective actions.
Oversee payment for sold vehicles and trade acceptance purchases to ensure that such are made promptly and appropriately.
Keep all insurance transactions up to date and accurate.
Provide instruction as needed to ensure that the telephone is answered promptly in a courteous manner; accurate messages are handed to the appropriate person quickly and that pages are voiced in a professional tone.
Assist the President as required by providing dependable, prompt, and quality typing and other assistance as requested
Provide the telephone operator with accurate driving directions to the dealership location and ensure that the operator is aware of which employees are at the dealership or whether they are out sick, attending meetings, on vacation, etc.