Automotive Bookkeeper - Parts & Service

About FAM Vans

Established in 1990, FAM Vans is California’s leading pre-owned commercial vehicle dealership. From our Fountain Valley headquarters, we have proudly served as the comprehensive work vehicle solutions provider for tens of thousands of customers across the U.S. We are a family-run business with a close-knit team, a comfortable environment, and managers who understand that people have lives outside of work.   

About the Role

The Parts & Service Bookkeeper handles the day-to-day accounting for our Parts/Upfitting and Service departments. Every part and outside service our advisors order comes through you: you receive the invoice, enter it into Omnique – the shop management system we use to build repair orders and cost parts and labor – with the correct cost and markup, then record the same activity in QuickBooks under the right expense account. You also handle customer invoicing, accounts payable and receivable, and keep track of core charges, parts returns, and warranty claims so credits and refunds come back to us on time. Accuracy and follow-through matter more than speed in this role. You will work side by side with our Service and Parts advisors and report directly to dealership ownership, with additional oversight from our group accounting team.

Training & Onboarding

You will be trained directly by ownership over your first several weeks – on our systems, our chart of accounts, our vendors, and the way we cost work. You will have hands-on support from day one and a second set of eyes from our group accounting team – this is not a role where you are handed a login and left to figure it out. We are looking for someone organized and accurate who wants to be shown the right way once and then own the process.

Responsibilities

Purchase Invoice Entry & Costing: Receive and process all invoices generated by Parts/Upfitting and Service advisor orders; enter each into Omnique with the correct markup and complete detail – invoice number, cost, supplier, form of payment, and date – so every repair order costs out accurately

QuickBooks Entry & Account Categorization: Enter the same purchase activity into QuickBooks with correct categorization across expense accounts (COGS – Service, COGS – Parts, COGS – Reconditioning, Office Supplies, and others), keeping Omnique and QuickBooks in agreement

Customer Invoicing & Accounts Receivable: Enter customer invoices into QuickBooks, apply payments, track open balances, run aging reports, and follow up on past-due accounts

Accounts Payable: Manage vendor bills end to end – verify invoices against orders and receipts, resolve pricing and quantity discrepancies with suppliers, schedule payments, and keep vendor accounts current and in good standing

Core Charges: Track every core charge from the moment it is billed; make sure cores are returned to the supplier on time and that the corresponding credit or refund is received, applied, and closed out

Parts Returns: Manage all parts returns – obtain RGA/RMA authorizations, monitor return windows and restocking terms, confirm shipment, and chase credits until they land

Reconciliation & Reporting: Reconcile vendor statements, credit card and account charges, and open credits; maintain an organized, auditable filing system for all invoices and credit memos; flag discrepancies, missing credits, and aging items before they become write-offs; support our group accounting team at month-end with reconciliations and fixed operations reporting

Must-Haves

• 2 years of bookkeeping, accounts payable/receivable, or accounting clerk experience
• Working proficiency in QuickBooks, including expense categorization and basic reconciliation
• Strong Excel skills and comfort learning new software quickly
• Exceptional attention to detail and accuracy with numbers, invoice data, and account coding
• Highly organized and self-directed with proven follow-through on open items
• Clear written and verbal communication; professional and persistent when working vendor issues by phone and email
• Trustworthy and discreet with confidential financial information
• Reliable, on-site, full-time attendance at our Fountain Valley location

Nice-to-Haves

• Experience in an automotive dealership, repair shop, or fleet service environment
• Familiarity with core charges, parts returns, and warranty claim processes
• Experience with a fixed operations or shop management platform (Omnique, Tekmetric, Mitchell 1, ROWriter, or similar)
• Understanding of COGS versus operating expense treatment and gross profit reporting
• Associate degree or coursework in accounting, or equivalent hands-on experience
• Bilingual in English and Spanish

Compensation & Benefits

• Hourly Range: $24.00 - $28.00 per hour, depending on experience
• Full-time, on-site position at our Fountain Valley location during standard business hours
• 401(k) with company matching
• Direct daily training and mentorship from ownership plus support from our group accounting team, with room to grow into broader accounting responsibility as the business grows