Office Manager

Job Title: Office Manager
Department: Accounting
Reports To: Controller
Salary: $55k to $60k (depending on experience)

Summary:
The Office Manager is responsible for overseeing all accounting office and administrative functions within the dealership. This role involves generating and analyzing financial data, ensuring compliance with dealership guidelines and government regulations, and providing accurate reporting to the dealer/general manager. The Office Manager also supervises office personnel, maintains effective cash management systems, and participates in short and long-term forecasting.

Essential Duties:

• Hires, trains, and supervises office personnel.
• Analyzes and organizes office operations and procedures.
• Prepares monthly financial statements according to dealership guidelines and manufacturer's format.
• Handles daily bank deposits and cash reports.
• Maintains an effective cash management system and forecasts cash needs.
• Controls petty cash amounts for dealership and sales department.
• Provides timely daily operating control (DOC) reports to dealer/general manager.
• Reconciles select accounts monthly and approves adjustments to inventory and receivable accounts.
• Prints monthly journals, schedules, and general ledger, and closes month-end accounting processes.
• Participates in the preparation of short and long-term forecasts.
• Ensures compliance with all government regulations.
• Posts payroll and maintains payroll records.
• Prepares tax reports, deposits, and returns accurately and in a timely manner.
• Administers employee health/life benefit payments.
• Stays informed about current factory incentives and codes deliveries accordingly.
• Manages charge-back program for late charges to inventory.
• Prepares monthly floor plan report for commission calculations.
• Manages payoff of vehicle floor plan and works with bank representatives.
• Approves new charge accounts and oversees collection of past due accounts.
• Compiles and prepares reports as requested by management and/or dealer principal.
• Controls keys to buildings and maintains log of keys issued to employees.
• Cross-trains a qualified substitute.
• Processes paperwork for new employees and terminations.
• Maintains an updated file of all dealership job descriptions.
• Maintains confidential employment files.
• Attends managers' meetings as requested.
• Performs other tasks as assigned.

Supervisory Responsibilities:
The Office Manager supervises office personnel and ensures efficient workflow within the department.

Qualifications:
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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

• 3 Years of Automotive Office Manager experience.
• GAAP experience is highly recommended.

Language Skills:

• Ability to read, comprehend, and effectively present information in one-on-one and small group situations.

Mathematical Skills:

• Ability to calculate figures and amounts such as discounts, interest, commissions, and percentages.

Reasoning Ability:

• Ability to define problems, collect data, establish facts, and draw valid conclusions.

This job description is intended to convey information essential to understanding the scope of the Office Manager position at the dealership and is not exhaustive in its detail. Management reserves the right to amend or modify duties and responsibilities as deemed necessary.