Office Manager Roswell Toyota
High school diploma or the equivalent.
College diploma or the equivalent
Ability to read and comprehend instructions and information.
Professional personal appearance.
Excellent communication skills.
Ability to meet company's production and quality standards.
Office Manager Primary Responsibilities: The Office Manager is expected to: • Coordinate daily duties of the accounting staff to achieve maximum efficiency. • Perform routine reviews of assigned schedules and balance sheet reconciliations to ensure accuracy and reliability of accounting records. • Report any out of line conditions, operational problems, process problems to Controller or CFO. • Set the tone for office personnel in maintaining high ethical standards, work habits, and customer satisfaction standards supporting all aspects of the dealership(s). • Protect the financial and legal well being of the owner and dealership, reporting any items of concern directly to the Controller, CFO, and general management. • Other duties as assigned. Reports to: Controller Primary Duties: 1. Train and assist clerical and accounting personnel. 2. Supervise performance of daily accounting tasks to ensure proper and timely recording of all accounting transactions. 3. Prepare daily contracts in transit review for possible accounting errors and investigate out of line or aged conditions. 4. Assist all accounting personnel in solving problems and be prepared to answer questions related to proper completion of daily tasks. 5. Monitor deal flow between F&I office and billing clerks and investigate as required. 6. Review accounting schedules weekly to ensure proper maintenance by assigned clerical personnel. 7. Reconcile finance reserve payments and investigate discrepancies as required and report errors and adjustments to F&I personnel. 8. Maintain and follow up on aged rebates and incentives not paid. 9. Process Insurance and Service Contract cancellations and follow up on refunds from appropriate sources. 10. Post Internal RO’s and PT’s on a daily basis verifying accuracy of internal service and parts rates. 11. Post all “non-parts” factory billings and credits verifying the accuracy and proper accounting classification after securing required approvals. 12. Monthly reconciliation of factory statements from all manufactures. 13. Answer questions from department Manager and other personnel on accounting issues as required. 14. Back-up and fill in as required for absent business office employees or vacant desks. 15. Prepare cash disbursements (pay direct items) as needed after properly approved documentation is presented. 16. Process monthly billings from vendors for Service Contracts, Maintenance, Gap, and other insurance products. 17. Assist with month-end closing activities, monthly work paper preparation, standard entries, etc. 18. Assist with other reporting requirements as requested by Controller and Chief Financial Officer. Schedules responsible for: New Vehicle Inventory Used Vehicle Inventory Loaner Inventory A/R Extended Warranty We Owe’s A/R schedules (Wholesales, Finance Reserve) Incentives/Rebates Holdback/Trans CIT Tax, TTL, VIT Lien Payoffs A/P Schedules
spend time indoors in air-conditioned areas.
on a regular basis
on a regular basis
on a regular basis
Bending, twisting and/or stooping
Kneeling and/or Squatting
25 lbs to 50 lbs
Reaching and/or lifting overhead
Repetitive hand/finger movement
on a regular basis
Grasping/grabbing with hands
Pushing and Pulling
Expectations General Expectations
Devote himself/herself to insuring satisfaction to customers.
Determine management, production and quality requirements by asking questions and listening.
Attend company meetings as required.
Maintain a follow-up system that encourages follow through with assigned projects.
Establish personal performance goals that are consistent with company standards of productivity and devise a strategy to meet those goals.
Review and analyze actions at the end of each day, week, month, and year to determine how to better utilize time and plans more effectively.
Understand the terminology of the business and keep abreast of technology changes in products and services.
Know and understand the federal, state and local requirements which govern the company’s business.
Follow lawful directions from supervisors.
Understand and follow work rules and procedures.
Participate in performance management.
Interact well with others and be a positive influence on employee morale.
Uphold the company’s non-disclosure and confidentiality policies and agreements.
Work evening, weekend and holiday work hours as required.
Hire, train and supervise office personnel. Organize office operations and procedures. Review all posted documents, including time records,vehicle deals, commissions, and additions amd changes to inventory
Control petty cash amounts for parts, sevices, and sales departments. Provide a daily operating control and keep the General Manager informed about trends.
Reconcile select accounts monthly; print monthly journals, schedules, and general ledger; complete accounting month end. Prepare sales commissions/chargeback reports.
Ensure compliance with all government regulations. Stay informed of current factory factory incentives; monitor vehicle sales for accuracy.
Prepare payroll on a timely basis, post payroll, and maintain payroll records. Prepare tax reports, make tax deposits, prepare and submit tax returns in a timely, accurate manner.
Prepare employee health/life benefit payments. Process paperwork for new employees and terminations; maintain confidential employment files.
Keep an updated file of all dealership job descriptions. Compile information and prepare reports as requested by management and/or dealer principal.
Receive and appropriately manage the mail to safeguard it.
Ensure a clean, amiable and efficient office environment. Maintain a professional appearance.
Additional duties as necessary at the discretion of the Comptroller or Dealer Principal.