What are the responsibilities and job description for the Office Administrator - Orange County Harley-Davidson position at Wise Auto Group?
TITLE: Office Administrator
STATUS: Full-Time, Regular
CLASSIFICATION: Hourly
WORK HOURS: Monday-Friday, 8AM-5:30PM, varies according to business needs
PAY: $20-25 per hour
REPORTS TO: Controller
POSITIONS SUPERVISED: None
The Office Administrator will support the Controller in the daily functions of the dealership office activities and operations. The Office Administrator performs a wide range of administrative and office support duties associated with accounts payable, accounts receivable, vehicle sales, and vehicle title transfers. The role requires regular correspondence with the local Department of Motor Vehicles, as well as government entities in other jurisdictions.
The Office Administrator interacts daily with Fit Specialists, Sales Managers, the General Sales Manager, other dealership staff and most importantly, our customers. This role reports to the Office Manager and the Controller.
Mission Statement
Orange County Harley-Davidson is part of the Wise Riders dealer group. Wise Riders is a family-owned Harley-Davidson dealership group committed to:
1. Providing a first-class and transparent Harley-Davidson dealership experience for all customers, where they are valued and respected, and satisfaction of their motorcycle needs is our primary purpose.
2. Building an industry best and merit-based work culture, with clear expectations, quality training, and growth opportunities for all associates.
3. Establishing brand representation excellency through clean and welcoming facilities, dedicated to providing an environment that is customer focused which promotes and enhances the Harley-Davidson culture in our local communities.
Qualifications
• Must be at least 18 years old
• Must hold a valid Driver’s License
• Must be authorized to work in the United States and not require work authorization sponsorship by our company for this position now or in the future
• High school diploma or GED preferred
• Professional and dependable
• Extremely detail-oriented
• Excellent customer service skills
• Confidentiality with sensitive documents
• Helpful attitude and friendly demeanor
• Organizational and time management skills
• Business email etiquette
Experience
• Computer and internet skills, including the Microsoft Office suite
• Motor Vehicle industry experience is required
Physical Requirements
This position is based in a motor vehicle dealership environment. Occasional physical activity such as reaching below and above shoulder level, kneeling, bending, squatting and stooping to inspect repairs, and lifting and carrying objects over 20lbs. Exposure to fumes, chemicals, dust, vehicle exhaust, along with high levels of noise is expected on a daily basis. You may be subjected to weather conditions both inside and outside. You may be required to wear protective equipment when necessary. Occasional sedentary work is expected. Must have visual acuity to determine the accuracy and thoroughness of the work assigned.
Essential Duties & Responsibilities
• Handle incoming calls from customers and vendors regarding payment status
• Manage AP email inbox
• Flag emails that require follow-up, enter invoices in Talon DMS
• Escalate past-due payments issues and communicate with Controller on payment delays
• Contact vendor for additional information when needed
• Review invoices for appropriate documentation, coding and approval
• Review vendor statements and identify unpaid or short-paid invoices
• Contact vendor for missing invoices, when needed
• Generate check run per established procedures
• Review check run for reasonableness and pull hand-delivered checks
• Send out checks and other mail correspondence in a timely manner
• Receives payment and ensures payment is received in full
• Maintains a professional appearance and a neat work area
• Practice and promote teamwork at all times
• Handle incoming calls from dealer representatives and customers related to titling
• Process title transfers on retail sales
• Maintain record and current registration on company-owned vehicles
• Examine and confirm vehicle titling paperwork and chain of ownership documents for accuracy & completeness
• Assess all documents for potential fraud
• Maintain knowledge of current laws and regulations affecting title transfer for retail sales
• Maintain record of outstanding title transfers and keep accurate notes on progress
• Prepares tax and title documents
• Submits all legal transfer work to the Department of Motor Vehicles in a timely manner
• Verifies funds were received for payment of vehicle, and records accurate lienholder
• Prepares payoff checks
• Process approved dealer trades, and sends manufacturer certificate of origin to buyer
• Maintains a system to verify out-of-state titles
• Trains dealership staff on procedures related to titling, as needed
• Processes wholesales and sends title work to purchaser or auction
• Receives payment associated with wholesales and ensures payment is received in full
• Maintains a professional appearance and a neat work area
• Practice and promote teamwork at all times
• Other duties, as assigned
STATUS: Full-Time, Regular
CLASSIFICATION: Hourly
WORK HOURS: Monday-Friday, 8AM-5:30PM, varies according to business needs
PAY: $20-25 per hour
REPORTS TO: Controller
POSITIONS SUPERVISED: None
The Office Administrator will support the Controller in the daily functions of the dealership office activities and operations. The Office Administrator performs a wide range of administrative and office support duties associated with accounts payable, accounts receivable, vehicle sales, and vehicle title transfers. The role requires regular correspondence with the local Department of Motor Vehicles, as well as government entities in other jurisdictions.
The Office Administrator interacts daily with Fit Specialists, Sales Managers, the General Sales Manager, other dealership staff and most importantly, our customers. This role reports to the Office Manager and the Controller.
Mission Statement
Orange County Harley-Davidson is part of the Wise Riders dealer group. Wise Riders is a family-owned Harley-Davidson dealership group committed to:
1. Providing a first-class and transparent Harley-Davidson dealership experience for all customers, where they are valued and respected, and satisfaction of their motorcycle needs is our primary purpose.
2. Building an industry best and merit-based work culture, with clear expectations, quality training, and growth opportunities for all associates.
3. Establishing brand representation excellency through clean and welcoming facilities, dedicated to providing an environment that is customer focused which promotes and enhances the Harley-Davidson culture in our local communities.
Qualifications
• Must be at least 18 years old
• Must hold a valid Driver’s License
• Must be authorized to work in the United States and not require work authorization sponsorship by our company for this position now or in the future
• High school diploma or GED preferred
• Professional and dependable
• Extremely detail-oriented
• Excellent customer service skills
• Confidentiality with sensitive documents
• Helpful attitude and friendly demeanor
• Organizational and time management skills
• Business email etiquette
Experience
• Computer and internet skills, including the Microsoft Office suite
• Motor Vehicle industry experience is required
Physical Requirements
This position is based in a motor vehicle dealership environment. Occasional physical activity such as reaching below and above shoulder level, kneeling, bending, squatting and stooping to inspect repairs, and lifting and carrying objects over 20lbs. Exposure to fumes, chemicals, dust, vehicle exhaust, along with high levels of noise is expected on a daily basis. You may be subjected to weather conditions both inside and outside. You may be required to wear protective equipment when necessary. Occasional sedentary work is expected. Must have visual acuity to determine the accuracy and thoroughness of the work assigned.
Essential Duties & Responsibilities
• Handle incoming calls from customers and vendors regarding payment status
• Manage AP email inbox
• Flag emails that require follow-up, enter invoices in Talon DMS
• Escalate past-due payments issues and communicate with Controller on payment delays
• Contact vendor for additional information when needed
• Review invoices for appropriate documentation, coding and approval
• Review vendor statements and identify unpaid or short-paid invoices
• Contact vendor for missing invoices, when needed
• Generate check run per established procedures
• Review check run for reasonableness and pull hand-delivered checks
• Send out checks and other mail correspondence in a timely manner
• Receives payment and ensures payment is received in full
• Maintains a professional appearance and a neat work area
• Practice and promote teamwork at all times
• Handle incoming calls from dealer representatives and customers related to titling
• Process title transfers on retail sales
• Maintain record and current registration on company-owned vehicles
• Examine and confirm vehicle titling paperwork and chain of ownership documents for accuracy & completeness
• Assess all documents for potential fraud
• Maintain knowledge of current laws and regulations affecting title transfer for retail sales
• Maintain record of outstanding title transfers and keep accurate notes on progress
• Prepares tax and title documents
• Submits all legal transfer work to the Department of Motor Vehicles in a timely manner
• Verifies funds were received for payment of vehicle, and records accurate lienholder
• Prepares payoff checks
• Process approved dealer trades, and sends manufacturer certificate of origin to buyer
• Maintains a system to verify out-of-state titles
• Trains dealership staff on procedures related to titling, as needed
• Processes wholesales and sends title work to purchaser or auction
• Receives payment associated with wholesales and ensures payment is received in full
• Maintains a professional appearance and a neat work area
• Practice and promote teamwork at all times
• Other duties, as assigned
Salary : $20 - $25
