General Accounting and Vehicle Contracts Administrator

About Thompsons Auto Group

At Thompsons Auto Group, we are committed to being the best in every area of our business by delivering exceptional customer experiences, fostering a great work environment, and actively supporting our community—all while working together as ONE Thompsons Family. Guided by our core values—Integrity, Servant’s Attitude, Accountability, Continuous Improvement, Teamwork, and Fun—we continuously strive to improve and serve.

Position Summary

The General Accounting and Vehicle Contracts Administrator supports the dealership’s financial operations by ensuring accurate processing of vehicle contracts, accounting tasks, warranty cancellations, and document management. This role requires precision, proactive follow-up, and expertise in dealership management systems (DMS). The administrator works closely with sales, finance, and accounting teams to ensure compliance and seamless operational flow.

Core Responsibilities

Vehicle Contracts & Financial Documents

• Review, verify, and process new and used vehicle contracts for accuracy, ensuring compliance with lender guidelines and state regulations.
• Submit contracts to lenders promptly to avoid funding delays and follow up on any missing or pending documentation.
• Handle Kelly Blue Book purchase documents and manage contract cancellations as required.

DMS Administration & Document Control

• Modify and update DMS templates to ensure data accuracy, process efficiency, and compliance with internal policies.
• Process warranty cancellations and ensure timely refunds to customers.
• Stock in new and used vehicles into the system with accurate pricing, options, and VIN details.
• Maintain vehicle stock records and generate necessary documentation for vehicle purchases and sales.

Dealer Trades & Inventory

• Prepare and manage dealer trade documents, ensuring smooth transactions between dealerships.
• Collaborate with the sales team to track and reconcile vehicle stock-ins and trade-ins.
• Maintain an accurate log of vehicle movements to prevent discrepancies between departments.

General Accounting Functions

• Process accounts payable (AP) and accounts receivable (AR), including coding invoices and posting payments.  Reconcile schedules, bank accounts, and general ledger entries to maintain accurate financial records.
• Assist with month-end and year-end closing, generating reports for leadership and auditors.
• Review budgets, sales projections, and market trends to support decision-making processes.

Collaboration & Compliance

• Ensure documentation meets internal policies and external compliance standards for tax, warranty, and regulatory filings.
• Work closely with finance, sales, and service teams to resolve discrepancies in contracts, trades, and stock records.
• Support the controller and office manager with special projects and reports as needed.

Skills & Competencies

• Accounting Expertise: Strong understanding of accounting principles and dealership financial operations.
• DMS & Technology: Proficiency in dealership management systems (DMS), CRM tools, and Microsoft Office (especially Excel).
• Detail-Oriented: Ability to identify and correct discrepancies in contracts, trade documents, and stock records.
• Time Management: Ability to meet deadlines for contract funding, warranty cancellations, and reporting.
• Problem Solving: Proactively identify issues and collaborate with cross-functional teams to resolve them.
• Communication: Excellent verbal and written communication skills to interact effectively with lenders, customers, and internal teams.
• Teamwork: Strong ability to collaborate across departments, contributing to Thompsons’ commitment to accountability, teamwork, and continuous improvement.

Physical Requirements

• Environment: Work primarily in an office setting with moderate noise levels.
• Sitting/Standing: Regular sitting with occasional standing and walking.
• Lifting: Occasionally lift up to 25 lbs for filing and document handling.
• Repetitive Motion: Frequent use of hands for typing, data entry, and paperwork.
• Visual Acuity: Ability to read financial reports, contracts, and other detailed documents.

Expectations & Performance Standards

•  Integrity: Maintain accurate and transparent financial records, ensuring compliance with all regulations and guidelines.
• Servant’s Attitude: Support sales, finance, and service teams to ensure seamless operations and excellent customer service.  Accountability: Take ownership of tasks, ensuring contracts, trades, and financial data are processed accurately and on time.
• Continuous Improvement: Identify areas for improvement in processes and systems to enhance efficiency.
• Teamwork: Collaborate effectively with departments across the dealership to meet shared goals.
• Fun: Foster a positive work environment that reflects the values and culture of Thompsons Auto Group.

Education & Experience

• Education: Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.

Experience:

• 2 years of experience in automotive accounting, finance, or contract administration.
• Experience with DMS software and warranty cancellation processes is highly desirable.

Benefits include:

• Medical, dental, vision, Life, LTD, 401k, vacation, holidays, sick

All applicants must pass pre-employment testing to include: background checks and drug testing in order to qualify for employment.

To learn more, visit us at Thompsons Family of Dealerships

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