Office Manager

Position Overview

The Office Manager supports the Controller and General Manager in overseeing the dealerships accounting operations and office administration. This role ensures accurate financial reporting compliance with automotive industry standards efficient cash flow management and smooth day-to-day office operations. The position requires strong knowledge of dealership accounting practices attention to detail and leadership skills.

Key Responsibilities

Accounting & Financial Management

• Assist in preparation of monthly financial statements in accordance with dealership and multi-manufacturer guidelines.
• Reconcile general ledger accounts schedules and bank statements.
• Monitor and manage accounts payable and accounts receivable processes.
• Oversee daily cash reconciliation and deposits.
• Review deal postings for accuracy and compliance.
• Assist with factory and floor plan reconciliations.
• Support payroll processing and related reporting.
• Ensure compliance with federal state and local regulations.
• Assist with year-end audit preparation and tax documentation.

Dealership Operations

• Maintain accurate vehicle inventory schedules and reconcile to DMS.
• Monitor contracts-in-transit (CIT) and ensure timely funding.
• Ensure proper documentation for new and used vehicle sales.
• Work closely with F&I and sales departments to resolve accounting discrepancies.

Office Management & Administration

• Supervise and support office staff including AP/AR clerks and title clerks.
• Develop and maintain office policies and procedures.
• Manage office supplies vendor relationships and administrative systems.
• Provide backup support to accounting functions during peak periods.

Compliance & Internal Controls

• Maintain strong internal controls to safeguard company assets.
• Ensure adherence to manufacturer requirements and reporting deadlines.
• Assist with internal audits and process improvements.

Qualifications

• Bachelors degree in Accounting Finance or related field preferred (or equivalent experience).
• 35 years of dealership accounting experience required preferably in multi-brand environment.
• Strong understanding of dealership DMS systems (e.g. CDK Global Tekion).
• Knowledge of automotive accounting schedules and manufacturer financial statements.
• Proficiency in Microsoft Excel and accounting software.
• Strong organizational analytical and leadership skills.
• Ability to manage multiple priorities and meet deadlines.

Key Competencies

• Financial accuracy and attention to detail
• Leadership and team supervision
• Problem-solving and analytical thinking
• Integrity and confidentiality
• Time management and prioritization

Physical Requirements

• Prolonged sitting/stationary positions (30% - 70%) as this role is largely sedentary.
• Intermittent walking and standing (15% - 20%) primarily to move around the dealership service department and offices.
• Prolonged use of hands and fingers to successfully utilize keyboards calculators copy and facsimile machines headsets phone systems recording devices personal computers and other peripheral office equipment.
• Ability to bend sit stand stoop twist turn kneel crouch and reach throughout the day (less than 10%).
• Frequent talking and hearing to manage train coach and communicate with team and customers.
• Close vision color vision depth perception and ability to adjust focus for extensive computer screen monitoring.
• Must be able to occasionally lift move and carry office supplies files or equipment weighing up to 10-25 pounds.
• Visual acuity required for reviewing and entering data accurately.

Work Environment

• Newly remodeled professional office setting within an automotive dealership.
• Experience a busy and dynamic work environment that includes climate-controlled areas.
• Standard business hours with occasional extended hours during month-end or audit periods.

Benefits Overview:

We value our team members and strive to offer a comprehensive benefits package to support your well-being and work-life balance. Our benefits include:

• Medical Dental and Vision Insurance
• Supplemental Benefits: Access to additional benefits such as accident insurance critical illness insurance and more.
• 401(k) Plan: Generous employer match and a range of investment options to help you plan for retirement.
• Paid Time Off (PTO): Flexible PTO to use for personal time or illness.
• Vacation: Paid vacation days to recharge and enjoy time away from work.
• Holidays: Paid holidays to celebrate with family and friends.
• Birthday Off: A paid day off to celebrate your special day.
• Closed Sundays: Enjoy a day off every Sunday for work-life balance.
• And Much Much More: Additional perks and benefits to enhance your overall employee experience.

If you have any questions about our benefits or need more information please reach out to our HR department.

We are an Equal Opportunity Employer committed to fostering an inclusive and diverse workplace where all individuals are treated with respect and dignity. We do not discriminate on the basis of race color religion sex (including pregnancy gender identity and sexual orientation) national origin age disability genetic information veteran status or any other characteristic protected by applicable law. We encourage applications from all qualified individuals including those from historically underrepresented groups.

We are dedicated to providing a workplace that is free from harassment discrimination and retaliation. We value and promote a work environment that supports and rewards diverse perspectives experiences and ideas.