Job Summary:

The Office Manager is responsible for maintaining the office and managing day-to-day office needs.   

Essential Job Duties and Responsibilities: (Additional duties as assigned)

• Record and submit all credit card usage of company card as per current process.
• Maintain clean and correct schedules for all franchises in your store.
• Create and bank daily deposits for transactions within your dealership.
• Maintain petty cash as needed inclusive of reconciliation and replenishment.
• Correct and post all PID invoices in an accurate and timely manner.
• Maintain continual posting of the factory parts billing to insure fast and accurate reconciliation of the statement at month end and payment of same.
• Report outstanding funding on bank contracts from car deals in an accurate and timely manner.
• Maintain control and accuracy of regular checking account, and miscellaneous clearing accounts used by the dealership.
• Complete and post statistical data for month end financial statements by franchise.
• Attend managers’ meeting as required.
• Maintain a working knowledge of all dealership computer programs.
• Be available for back up in any of the areas you oversee for absence and/or vacation coverage.
• Be aware of red Flag rules and confidentiality requirement and follow same.
• Be aware of OSHA requirements, SDS location and information, as well as any safety requirements of the dealership.
• Maintain CSI in top 10% of group.
• Responsible to support and endorse dealership policies and procedures as set forth by dealership management and manufacturer standards.
• Cross-trains others for this position as directed by management

Required Experience and Education:

• High School Diploma or General Educational Diploma (GED).
• One year experience in a dealership management position.

Additional Requirements: 

• Valid New York State Driver License.

Required Skills and Attributes:

• Strong interpersonal and communications skills and the ability to understand and handle sensitive and confidential information.
• Ability to prioritize and organize work in a multitasked environment.
• Computer proficiency includes word processing, data entry, spreadsheets, and generating reports using standard software applications.
• Excellent verbal and written communication skills.
• Attention to detail.
• Strong organizational skills including the ability to manage multiple projects and details simultaneously.
• Strong analytical ability to gather and summarize data, find solutions to various administrative problems, and prioritize work.
• Ability to develop and maintain recordkeeping systems and procedures.
• Ability to create, compose and edit written materials.
• Ability to gather data, compile information and prepare reports.
• Ability to work productively in a fast paced, stressful environment.
• Working knowledge of dealership documents.

Equipment, Machines and Software Used:

• Computer software: Microsoft Office to include Word, Outlook, Excel, PowerPoint, ADP, QuickBooks, and CDK.

Physical and Mental Requirements:

• Ability to sit, stand, walk, talk, hear, use hands to finger, grasp, handle or feel, push, pull, reach, crouch, bend, kneel, climb, and perform repetitive motions of the hands and/or wrists.
• Close mental and visual attention required to perform work dealing primarily with preparing and analyzing data and figures, using a computer terminal, and reading.

Physical Exertion:

• Exerts up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently to lift, carry, push, pull, or otherwise move objects.
• Light exertion can involve sitting, walking and/or standing most of the time.

Environmental Conditions:

• Work is performed in an office setting.  
• Occasional weekend and evening hours are required.

Hazards and Safety Precautions:

• Hazards: Slips, trips and falls, ergonomic injuries, and occasional lifting.
• Safety Precautions: Breaks are encouraged to allow for stretching and training is provided covering slips, trips, and falls, safe lifting and stretching techniques.

Disclaimer:

• All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
• This job description in no way states or implies that these are the only duties to be performed by the employee(s) occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.
• The dealership reserves the right to add to or revise an employee's job duties at any time at its sole discretion.
• This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.