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. The Office Manager will provide accurate reporting to the General Manager.
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:
o Stocks to DMS New and Used vehicles and Lease Buy Outs as necessary.
o 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.
o Prepares payoff checks for trade‐ins.
o Posts wholesales.
Works with the Director of Finance and Internal Audit 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 Toyota factory invoices as related to the Toyota 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 general ledger accounts and investigates any unusual entries. Informs Director of Finance and Internal Audit 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 Director of Finance and Internal Audit.
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 Director of Finance and Internal Audit.
Assists the Director of Finance and Internal Audit 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 Director of Finance and Internal Audit.
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 Director of Finance and Internal Audit.
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.
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.
Performs other special projects and duties as assigned.
Two to four years related experience and/or training; or equivalent combination of education and experience.