• Office Manager- Mercedes Benz of Rochester

    Location US-MN-Rochester
    Posted Date 1 month ago(5/18/2018 1:53 PM)
    Job ID
    05.18.2018-2069
    # Positions
    1
    Category
    Accounting
    Dealership
    Mercedes-Benz of Rochester
    Type
    Regular Full-Time
  • Summary

    Mercedes-Benz has long been the pinnacle of the automotive industry.  If you are ready to advance your career under the direction of exceptional leadership, an Office Manager position with Mercedes-Benz of Rochester may be the right fit for you.

     

    The Office Manager is responsible for accounting and administrative functions, processing and generating financial data for all dealership departments, which together represent the accurate financial condition of the business.  In addition to working in a polished atmosphere and state-of-the-art facility, we encourage professional development, provide competitive wages, and a full benefits package.

     

    To learn more about the company, the opportunity, or to formally apply for this position, please visit us online at http://www.mbofrochester.com/careers.htm.  

     

    Responsibilities

    • Demonstrates exemplary integrity, serves as role model, exudes trust, honesty and maintains high professional standards.
    • Maintains a personal demeanor consistent with Mercedes-Benz of Rochester culture, contributing a positive, supportive work environment for all Team members.
    • Plans, organizes and manages the daily activities of the administrative Team.
    • Directly supervises administrative staff. Responsibilities include hiring, terminations, recognition and disciplinary actions, planning, assigning and directing work, training and development, addressing complaints and resolving problems in accordance with the organizations policies and applicable laws.
    • Serves as a back-up for the Receptionist when needed (i.e. during breaks and time-off). Additional back-up responsibilities include, but are not limited to:
      • Stocks to DMS New and Used vehicles and Lease Buy Outs as necessary.
      • Ensures all new and used vehicle registrations are complete with title/MSO and process’ through CVR and prepares any special registration required by MN DMV. Process all replacement title paperwork for trades as needed.
      • Prepares payoff checks for trade-ins.
      • Posts
    • Works with the Controller and General Manager to analyze and organize office operations and procedures.
    • Ensures that the remote bank deposit is done daily and accurately recorded.
    • Ensures that expense reimbursements are posted and supporting documentation is provided. Enters those reimbursements into bank website for ACH payment.
    • Controls petty cash amounts for the dealership and maintains an accurate log, ensuring the parts and service cash registers are accurate.
    • Posts parts tickets and service repair orders on a daily basis.
    • Monitors the accounts payable process at the dealership, ensuring department invoices are coded correctly and invoices are turned in timely to be posted and paid. Directly performs payable work when necessary (i.e. special payables).
    • Posts all Mercedes factory invoices as related to the Mercedes parts statement, including posting all miscellaneous invoices.
    • Manages the payoff of the vehicle floor plan and works with floor plan representatives with respect to audits. Floors new and used vehicles when necessary.
    • Ensures that all balance sheet accounts are accurate. Reviews all GL accounts and investigates any unusual entries. Informs Controller and General Manager of any accounts that are over-aged, have unusual entries or that need special attention.
    • Approves general journal entry adjustments prepared by Administrative staff, including inventory and receivable adjustments.
    • Prepares the accounts receivable statements monthly, ensuring that statements are accurate and that control variances are corrected. Follows-up on collection of past due charge accounts.  Files small claims paperwork and completes small claims process. 
    • Assists with the month-end closing process as directed by the Controller.
    • Ensures that all monthly sales tax returns are properly prepared and filed. Ensures that sales tax reports are accurately reconciled to the general ledger activity. All major exceptions should be followed up on.
    • Approves new charge accounts and oversees collection of past due accounts.
    • Maintains a system for all outstanding title work. Reports any missing or problem titles to the General Manager and Controller.
    • Assists the Controller with cash flow management by maintaining the accuracy of the necessary schedules and following up with respective managers on outstanding items.
    • Reconciles cash flow on a daily basis and sends to the Controller.
    • Maintains the accuracy of various accounts/schedules and follows-up on outstanding items and/or variances.
    • Remits all finance product contracts on a monthly basis.
    • For all sensitive customer information encountered during job duties, ensures that this information is locked up and protected.
    • Performs administrative duties on Netstar as requested and completes Mercedes training requirements on a quarterly basis; always maintain proper certification.
    • Posts dealer trades, retail deals and wholesale transactions.
    • Compiles information and prepares reports as requested by the General Manager and Controller.
    • Ensures that all online submissions of monthly financials are prepared and submitted accurate and within manufactures’ deadlines.
    • Maintains an in-depth knowledge of the DMS system and stays abreast of updates to the system.
    • Attends manager meetings as requested.
    • Performs other special projects and duties as assigned.

     

    Qualifications

    Education and Experience:

    • Two to four years related experience and/or training; or equivalent combination of education and experience.

    Knowledge, Skills and Abilities Required:

    • Ability to read, analyze and interpret general dealership periodicals, technical procedures and state or federal regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from managers, customers, and the office staff. 
    • Ability to add, subtract, multiply, and divide using whole numbers and decimals. Ability to calculate figures and amounts such as discounts, interest, commissions and percentages. 
    • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

    Work Schedule

    The Office Manager will have flexibility with scheduled work hours. A typical work day and week would be from 8:00am – 5pm with a One hour lunch break Monday through Friday. Hours can be adjusted as needed with the approval of the General Manager. From time to time the office manager may be expected to work above and beyond a regular 40 hour week in order to meet necessary deadlines.

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