Office Manager Shasta Harley-Davidson

TITLE: Office Manager
STATUS: Full-Time, Regular
CLASSIFICATION: Salary; FLSA Exempt
SALARY: $72,000 annual
WORK HOURS: Varies According to Business Need
REPORTS TO: Controller
POSITIONS SUPERVISED: Business Office Staff _____________________________________________________________________________________
The Office Manager plays a critical leadership role in ensuring the financial integrity, operational discipline, and regulatory compliance of the dealership. The position is directly responsible for the accurate generation, review and processing of financial data across all departments, representing the true financial condition and performance of the location. The Office Manager is a key steward of internal controls and financial accuracy. The Office Manager provides timely, complete and reliable financial reporting to the Controller, General Manager and Director. The Office Manager exercises oversight of all accounting, administrative and office functions, in addition to providing general oversight of all dealership personnel, alongside the General Manager.
This role serves as the primary safeguard against financial risk, process breakdowns, and compliance exposure.
In addition to technical accounting responsibilities, the Office Manager functions as a central operational leader within the store. The position interacts daily with the Controller, Business Office staff, Department Managers, and dealership personnel, ensuring alignment between operation activity and financial results. The Office Manager also plays a vital role in supporting the customer experience by maintain accurate documentation, transparent processes, and professional standards throughout all financial and customer support interactions.
Experience:

• Must be at least 18 years old
• 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.
• Experience (Continued):
• Helpful attitude and friendly demeanor
• Able to carefully deal with confidential information.
• Professional and dependable
• Computer and internet skills, including Microsoft Office suite
• Extremely detail oriented
• Excellent customer service skills
• Positive attitude
• Quick learner
• Maintains a professional appearance.

• The position is based in a normal automotive 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 25lbs. There may be potential exposure to fumes, chemicals, dust, along with high levels of noise. The noise level in the work environment is usually moderately noisy. The position will experience frequent sedentary work, in an office environment. The employee must have visual acuity to determine the accuracy and thoroughness of the work assigned. While performing the duties of this job, the employee may occasionally work near moving mechanical parts or in outside weather conditions. The employee may occasionally be exposed to wet and/or humid conditions, fumes, toxic or caustic chemicals. Subject to weather conditions both inside and outside.

• This position is expected to clock in and out for each work shift. There is also an expectation to take a minimum of 30 minutes unpaid meal break before the 5 th hour of each shift. If working more than 12 hours in a day, an additional 30-minute unpaid meal break when working more than 12 hours in a day. The second meal break must be taken before the 10th hour in each 12-hour shift.

• Daily bank reconciliation
• Maintains an effective cash management system.
• Forecast cash needs.
• Participates in the preparation of short and long-term forecasts.
• Oversee accounts payable & accounts receivable reconciliation, including timely posting, application of receipts, and collection efforts
• Ensure all daily deposits are prepared, completed, posted, and reconciled timely and accurately in accordance with dealership cash-handling and internal control policies.
• Manages the vehicle floorplan payoffs and factory invoice payments prior to due date.
• Monthly sales tax reconciliation.
• Ensure the dealership maintains compliance with the Department of Motor Vehicles, local, state and federal entities.
• Prepares vehicle title transfers and ensures perfection of title into new owner name.
• Analyzes and organizes office operations and procedures.
• Prepares a complete financial statement monthly according to dealership guidelines and the manufacturer's format and time frame.
• Prints monthly journals, reports, and general ledger.
• Completes Month-End checklist and assists in monthly financial close.
• Assists in completion of annual review/audit.
• Reviews and approves adjustments to inventory accounts.
• Prepares Vehicle Sales and Finance commissions
• Prepares Vehicle Sales & Finance chargeback detail reports.
• Review technician payroll posting and unapplied time
• Prepare and review all payroll submissions
• Ensure payroll, timekeeping, and compensation practices comply with labor laws and company policies
• Oversight of dealership timecards, benefit hours, and time-off.
• Serve as the primary point of contact for day-today HR administration at the dealership level.
• Maintain employee personnel files, confidentiality standards, and required documentation.
• Administer terminations, final pay processing, and separation documentation in accordance with policy and law.
• Coordinate new-hire onboarding, including employment eligibility verification, interviews, and candidate selection.
• Tracks and reports on monthly chargebacks.
• Outstanding CIT follow up with Finance and Sales Managers
• Standard entries-prepaids and accruals
• Weekly General Ledger detail reviews
• Weekly balance sheet reviews
• Support forecasting and budgeting through timely, accurate financial insight.
• Approval of invoices
• Weekly due bill reconciliation
• Train and supervise personnel and all Business Office functions
• Attend manager meetings and facilitate, as needed.
• Enforce compliance with internal controls, segregation of duties, and fraud-prevention policies.
• Manage user access and permissions for accounting and dealership systems.
• Identify, document, and escalate financial or procedural risks to the Controller
• Review and investigate variances, unusual transactions, and control exceptions
• Proactively communicate concerns, risks, or irregularities to the Controller and General Manager
• Other duties as assigned

The Office Manager is ultimately accountable for the accuracy, integrity, and timeliness of all dealership financial and administrative records.