Car Dealership Office Administrator (Titles & Accounting)

Job Overview

USA Fleet Sales is an established used car dealership looking for a dependable, detail-driven person to run the office. This is the role that keeps the business organized behind the scenes — you'll own the books, the titles, and the day-to-day paperwork that makes every deal official.

This is a one-person office role, which means real responsibility and no micromanaging. You'll be fully trained by the person currently in the seat before they transition out, so you'll learn the systems, the vendors, and the process hands-on rather than being handed a binder.

If you like checking things off, catching the error before it becomes a problem, and being the person everyone trusts to handle it — you'll do well here.

Responsibilities

Titles & Registration

• Process titles, tag and registration paperwork for every vehicle bought and sold
• Handle county clerk runs and in-person filings
• Prepare and submit title applications, lien releases, and out-of-state title transfers
• Track titles in transit and follow up until every deal is cleared and closed
• Keep title files organized, complete, and audit-ready

Bookkeeping & Accounting

• Maintain the books in QuickBooks Online — categorize transactions, code expenses, keep accounts clean
• Handle bank deposits and monthly account reconciliation
• Manage accounts payable and receivable; process vendor bills and payments
• Reconcile the company credit card and code transactions to the right accounts
• Prepare and file monthly Tennessee sales tax (TNTAP)
• Run the monthly data transfer between the dealership management system (Frazer) and QuickBooks

Data Entry & Deal Tracking

• Maintain the monthly deal log in Excel — enter every sale, track gross and net profit per vehicle, and keep the month's numbers current and accurate
• Track reconditioning receipts and enter all repair, parts, transport, and detail costs against the correct vehicle
• Enter and maintain vehicle costs in Frazer so every unit's true cost is reflected before it's sold
• Reconcile the deal log against Frazer and QuickBooks so all three tell the same story
• Assist with monthly financial reporting and profitability summaries
• Keep spreadsheets clean and consistent — accurate data entry is the backbone of this role

Office & Administration

• Serve as the main point of contact for the office — phones, email, mail, and walk-ins
• Maintain deal jackets, vehicle files, and customer records
• Coordinate with lenders, auctions, vendors, and the tenant on shared expenses
• Order supplies and keep the office running
• Take on the everyday odds and ends that come with a small business

Skills

Required:

• Strong attention to detail — this job is paperwork, deadlines, and accuracy

Preferred (not required — we will train the right person):

• Prior experience at an auto dealership, title company, tag agency, or county clerk's office
• Familiarity with Frazer, or another dealership management system
• Experience with Tennessee title and registration processes
• Bookkeeping, AP/AR, or accounting experience
• Experience tracking job or unit costs (reconditioning, repair, or inventory costing)
• Intermediate Excel (pivot tables, VLOOKUP/XLOOKUP) — helpful but not expected
• Fast, accurate data entry — a large part of this role is entering deal and cost information correctly the first time
• Solid Excel skills — comfortable working in spreadsheets daily, entering and updating data, sorting and filtering, and using basic formulas
• Comfortable with numbers and basic bookkeeping concepts
• Working knowledge of QuickBooks and general computer skills
• Organized and self-directed — you can manage your own task list without being chased
• Professional written and verbal communication
• Reliable transportation and a valid driver's license (county clerk runs are part of the job)
• Able to handle confidential financial information with discretion
• High school diploma or equivalent

Why this role

• Full training from the current office manager before they transition out
• Real ownership of your work — you run the office, not a piece of it
• Small, straightforward team without corporate layers
• Steady, consistent schedule

Schedule: Monday–Friday, on-site Location: Nashville / Middle Tennessee area

To apply, submit your resume through Indeed. Please include a short note about any bookkeeping, title, or dealership experience you have.

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• Flexible schedule

Work Location: In person

Salary : $40,000 - $50,000