Inventory and Finance Assistant

Description

Inventory and Finance Assistant

Bill Jacobs BMW | Naperville, IL

About the Opportunity

Bill Jacobs BMW is seeking a highly organized, detail-driven, and proactive Inventory and Finance Assistant to support our Sales, Finance & Insurance, and vehicle inventory operations.

This is a hands-on dealership operations role responsible for helping ensure vehicle inventory is accurately received and accounted for, deals and manufacturer reporting are processed correctly, CPO and dealer trade processes are completed timely, and Sales and F&I operations run efficiently.

The ideal candidate is someone who takes ownership, catches details others may miss, and thrives in a fast-paced dealership environment. This person will work closely with Sales, F&I, Accounting, Service, Inventory, and dealership leadership to keep vehicles, paperwork, reporting, and operational processes moving.

About Bill Jacobs Motorsport

Bill Jacobs Motorsport is a premier Chicagoland automotive dealer group representing BMW, MINI, Volkswagen, Land Rover, and Jaguar. We are committed to delivering an exceptional experience for our guests while creating a professional, collaborative environment where employees can build meaningful careers.

What You'll Do

Sales & F&I Operations

• Serve as a key quality-control point for vehicle transactions by reviewing deal paperwork, identifying discrepancies, and ensuring completed deals move efficiently to Accounting.
• Manage Retail Delivery Reporting (RDR) and ensure manufacturer submissions are timely and accurate.
• Track and reconcile manufacturer incentives, rebates, bonuses, and other sales programs.
• Maintain accurate Sales and F&I reports and provide leadership with timely updates and information.
• Assist with the processing and administration of F&I products, contracts, cancellations, and related documentation.
• Serve as a professional point of contact for guests regarding F&I products, documentation, and post-sale follow-up.
• Conduct Customer Satisfaction Index (CSI) follow-up calls to ensure guests are satisfied with their purchase and address questions or concerns.
• Provide administrative and operational support to the General Sales Manager and Sales & F&I leadership.
• Assist with deal tracking, reporting, documentation, and other operational responsibilities as needed.
• Identify opportunities to improve processes, prevent errors, and keep deals moving efficiently.
• Maintain confidentiality when handling sensitive customer, financial, and dealership information.

New & Used Vehicle Inventory

• Physically accept and stock-in all new and used vehicle inventory, ensuring vehicles are accurately received and entered into the dealership's systems.
• Inspect incoming new vehicles and ensure any damage is documented on the Bill of Lading and reported to the manufacturer with photographic evidence within 24 hours.
• Create stock numbers, verify vehicle information in CDK, assign costs, and print vehicle and key tags.
• Check keys into Key Track for all new and used vehicles.
• Enroll applicable like-make vehicles into POIS as either Used or Certified Pre-Owned (CPO).
• Ensure Carfax reports and required CPO documentation are completed and provided to the appropriate internal advisor.
• Write up vehicles and document important vehicle information on the outside of the deal jacket, including number of keys, interior and exterior colors, manuals, and other pertinent details.
• File deal jackets in the appropriate filing system and maintain organized inventory documentation.

Dealer Trades

• Review dealer trade requests with the New Vehicle Sales Manager.
• Coordinate and complete dealer trades with other dealerships.
• Prepare required paperwork for billing.
• Stock-in incoming vehicles when applicable.
• Collect Certificates of Origin and ensure all required documentation is complete.
• Coordinate delivery of paperwork and applicable checks to the other dealer.

Certified Pre-Owned (CPO) Process

• Coordinate and maintain CPO deal bag and documentation requirements.
• Print Carfax reports and perform and print the initial key read.
• Print the initial DCS service history.
• Enter eligible vehicles into POIS as CPO.
• Reprint the service DCS showing CPO enrollment.
• Document the applicable CPO fee on the CPO checklist.
• Ensure all required CPO documentation is completed and delivered to the appropriate internal advisor.

Inventory Audits & Controls

• Conduct weekly inventory audits by comparing the physical inventory to inventory posted in CDK and BMW/MINI RDR reports.
• Identify and investigate inventory discrepancies.
• Immediately notify management of discrepancies involving vehicle location, status, stock numbers, or system records.
• Maintain accurate records to support inventory control, reporting, and accounting processes.

Service Loaner Facilitation

• RDR applicable vehicles into the Service Loaner fleet.
• Send appropriate notifications to all necessary dealership personnel.
• Change vehicle status in CDK to the appropriate “G” status.
• Track service loaner vehicles and ensure records remain accurate.
• Stock-in former loaner vehicles once they have been removed from loaner service and are either miled-out or sold.

Month-End & Clerical Operations

• Reconcile and post AVP and BBP funds.
• Process product and warranty cancellations across applicable stores.
• Remit product and warranty funds for applicable stores, including Continental and Protective products.
• Assist with month-end reporting, reconciliation, documentation, and other dealership accounting support as needed.
• Maintain organized records and documentation to support accurate month-end close processes.

Sales Department Supplies & Support

• Monitor sales department supply needs.
• Order clerical and vehicle marketing supplies for the Sales departments.
• Maintain appropriate inventory of frequently used supplies.
• Provide general administrative and operational support to Sales leadership as needed.

Cross-Department Collaboration

• Work collaboratively with Sales, F&I, Accounting, Service, Inventory, and dealership leadership to support a seamless operation.
• Communicate issues promptly and help identify solutions before they impact the customer or dealership.
• Maintain professional working relationships with dealership employees, vendors, manufacturers, and other business partners.
• Perform other duties and special projects as assigned by dealership leadership.

Why Join Bill Jacobs BMW?

This is more than an administrative position. The Sales & F&I Operations Assistant will have visibility across Sales, F&I, Accounting, Inventory, and Service operations and will play an important role in ensuring the dealership's vehicles, transactions, reporting, and documentation are accurate and completed efficiently.

For the right candidate, this position provides an opportunity to develop broad dealership expertise across Sales, F&I, Accounting, Inventory, CPO, manufacturer programs, and dealership operations while working alongside experienced dealership leadership.

If you are organized, accountable, detail-driven, and someone who takes pride in getting things right, we want to hear from you.

Apply today and grow your career with Bill Jacobs BMW.

EEO

Requirements

What You Bring

• Previous automotive dealership experience in Sales, F&I, Sales Administration, Deal Processing, Inventory Control, Vehicle Accounting, or a similar dealership operations role.
• Experience with CDK preferred.
• Experience with BMW systems, RDR, DCS, POIS, Key Track, or CPO processes is strongly preferred.
• Strong attention to detail and the ability to identify errors or inconsistencies in financial, inventory, and deal documentation.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Professional and customer-focused approach.
• Ability to handle confidential financial, customer, employee, and dealership information with discretion.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• Strong follow-through and a willingness to take ownership of tasks from start to finish.
• Ability to work independently while also collaborating effectively across multiple departments.
• Comfortable working with vehicle inventory and performing hands-on inventory-related responsibilities.
• Strong computer skills and the ability to learn and navigate multiple dealership systems.
• A proactive mindset — someone who sees what needs to be done and takes action without waiting to be asked.