Assistant Office Manager

Job Description

Job Description

Job Summary:

The Assistant Office Manager assists the Office Manager ensuring that the Dealership operates efficiently.

Essential Job Duties and Responsibilities: (Additional duties as assigned)

• Assists Office Manager with any financial and administrative tasks as assigned.
• Makes improvements to increase efficiency and reduce spending.
• Record and submit all credit card usage of company card as per current process.
• Maintain clean and correct schedules for all franchises in the dealership.
• Create and bank daily deposits for transactions within the dealership.
• Correct and post all PID invoices in an accurate and timely manner.
• Maintain continual posting of the factory parts billing to insure fast and accurate reconciliation of the statement at month end and payment of same.
• Report outstanding funding on bank contracts from car deals in an accurate and timely manner.
• Maintain control and accuracy of regular checking account, and miscellaneous clearing accounts used by the dealership.
• Complete and post statistical data for month end financial statements by franchise.
• Maintain a working knowledge of all dealership computer programs.
• Act as back up to Office Manager and any of the areas overseen by the Office Manager for absence and/or vacation coverage.
• Be aware of red Flag rules and confidentiality requirement and follow same.
• Be aware of OSHA requirements, SDS location and information, as well as any safety requirements of the dealership.
• Maintain CSI in top 10% of group.
• Responsible to support and endorse dealership policies and procedures as set forth by dealership management and manufacturer standards.

Supervisory Responsibilities:

The Assistant Office Manager does not have any supervisory duties.

Required Experience and Education:

• High School Diploma or General Educational Diploma (GED); Accounting degree preferred.
• One-year related experience required.
• Automotive sales and customer service experience required.

Additional Requirements:

• Valid New York State Driver’s License.

Required Skills and Attributes:

• Must be organized and detailed oriented.
• Communication and interpersonal skills.
• Time-management and organizational abilities.
• Working knowledge of Dealership documents.
• Financial and accounting knowledge.
• Problem-solving and critical thinking abilities.

Equipment, Machines and Software Used:

• Computer software: Microsoft Office to include Word, Outlook, Excel, PowerPoint, QuickBooks, ADP, and CDK.

Physical and Mental Requirements:

• Ability to sit, stand, walk, talk, hear, use hands, grasp, handle or feel, push, pull, reach, crouch, bend, kneel, climb, and perform repetitive motions of the hands and/or wrists.
• Mental and visual attention required to perform work dealing primarily with preparing and analyzing data and figures, using a computer terminal, and reading.

Physical Exertion:

• Exerts up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently to lift, carry, push, pull, or otherwise move objects.
• Light exertion can involve sitting, walking and/or standing most of the time.

Environmental Conditions:

• Work is performed in an office setting.
• Occasional weekend and evening hours are required.

Hazards and Safety Precautions:

• Hazards: Slips, trips and falls, ergonomic injuries, and occasional lifting.
• Safety Precautions: Breaks are encouraged to allow for stretching and training is provided covering slips, trips, and falls, safe lifting and stretching techniques.