Accounting Admin

Job Description

Job Description

We are looking for an Accounting Admin to support vehicle accounting operations for an company in Fairfield, Ohio. This permanent position is ideal for someone who is highly organized, detail-oriented, and comfortable managing documentation, financial transactions, and cross-functional communication in a fast-paced office. The person in this role will help keep purchase, wholesale, and dealer trade activity accurate and up to date while also providing administrative support across the team.

Responsibilities:

• Manage the processing and posting of vehicle purchases, wholesale transactions, buybacks, and dealer trades, ensuring records are entered accurately and on time.

• Prepare and maintain deal folders for incoming and outgoing vehicle transactions, and monitor supporting documentation for completeness.

• Handle payoff activity through checks and online lender or manufacturer portals, and coordinate title-related paperwork with the title team for resale processing.

• Communicate with auctions, buyers, and store personnel to resolve missing paperwork, title concerns, mileage discrepancies, and other transaction issues.

• Record and track purchases, wholesales, and dealer trades in internal logs so outstanding items can be identified and followed through to completion.

• Receive and organize checks related to dealer trades and auction activity, then route them appropriately for deposit and accounting handling.

• Review aging schedules and other accounting reports on a regular basis, document follow-up actions, and escalate unresolved items when needed.

• Support month-end activities by assisting with reconciliations, vehicle counts, supplements, and preparation of files for archiving.

• Provide backup coverage for reception and team members when needed, and assist with retail deal processing or other administrative duties as assigned.

• At least 2 years of experience in administrative support, accounting administration, vehicle processing, or a related office-based role.
• Ability to perform accurate data entry and manage high volumes of documentation with strong attention to detail.
• Experience handling inbound calls and communicating professionally with internal teams, stores, auctions, and external partners.
• Familiarity with title documentation, payoff processing, and transaction records within an automotive or dealership environment.
• Strong organizational skills with the ability to prioritize multiple tasks and follow up on outstanding items independently.
• Proficiency in standard office systems and comfort learning internal tools used for tracking and posting vehicle transactions.
• Willingness to support front desk coverage and collaborate across departments as business needs change.