Dealership Accounting Specialist - Accounts Payable & Receivable

Job Description

Job Description

Description:

We are seeking an organized, detail-oriented Accounts Payable & Receivable Specialist to support our dealership’s Accounting Department. This position processes invoices and payments, maintains accurate dealership accounting schedules, and works closely with Sales, Service, and Parts to resolve discrepancies and support timely month-end closing.

Accounts Payable

• Process dealership vendor invoices, including parts purchases, sublet repairs, vehicle transportation, advertising, supplies, and other operating expenses.
• Verify invoices have appropriate department approvals, account coding, and supporting documentation.
• Match invoices to purchase orders, parts receiving records, repair orders, and other applicable dealership records.
• Enter invoices, credits, and payments into the dealership management system (DMS).
• Prepare vendor payments according to established payment schedules and terms.
• Reconcile vendor statements and follow up on missing invoices, unapplied payments, and outstanding credits.
• Work with Service and Parts to resolve discrepancies involving returned parts, core credits, sublet charges, and vendor billing.
• Maintain accurate vendor records and respond professionally to payment inquiries.
• Identify duplicate invoices, incorrect charges, and other discrepancies before payment.
• Assist with accounts payable schedules, reconciliations, and month-end closing.

Accounts Receivable

• Post payments for customer accounts, wholesale parts accounts, fleet and commercial accounts, and other dealership receivables.
• Apply checks, electronic payments, credit card payments, and credits to the correct accounts.
• Review aging reports, monitor outstanding balances, and follow up on past-due accounts.
• Reconcile accounts receivable schedules to the general ledger and research unapplied payments or discrepancies.
• Work with Service and Parts to resolve outstanding repair order balances, charge-account invoices, and billing questions.
• Assist with reconciling manufacturer warranty payments, credits, and other manufacturer receivables, as assigned.
• Coordinate with Sales and Finance to research outstanding vehicle-related receivables and obtain supporting documentation.
• Maintain accurate records of collection efforts, payment arrangements, and account adjustments.
• Escalate unresolved balances and collection concerns to the Controller or designated manager.

Accounting & Dealership Support

• Maintain organized records for invoices, repair orders, parts tickets, payments, credits, and other accounting transactions.
• Assist with daily reconciliations, cash receipt balancing, and deposit verification, as assigned.
• Review assigned dealership accounting schedules and resolve outstanding items promptly.
• Work closely with Sales, Finance, Service, and Parts to obtain missing documentation and ensure transactions are recorded accurately.
• Support the Controller and Accounting Department with month-end closing, account reconciliations, and audit requests.
• Follow dealership approval procedures and internal controls for payments, credits, and account adjustments.
• Protect confidential customer, employee, vendor, and dealership financial information.
• Perform additional accounting and administrative duties as assigned.

Qualifications

• Previous accounts payable and/or accounts receivable experience preferred.
• Automotive dealership accounting experience strongly preferred.
• Familiarity with dealership accounting schedules, repair orders, parts invoices, vendor statements, and manufacturer receivables preferred.
• Understanding of basic accounting principles, account coding, and reconciliation procedures.
• Experience with Reynolds and Reynolds or another automotive dealership management system preferred.
• Proficiency with Microsoft Excel, Outlook, and standard office applications.
• Strong attention to detail, organizational skills, and accuracy when processing a high volume of transactions.
• Ability to meet daily, weekly, and month-end deadlines.
• Ability to research discrepancies and follow through until they are resolved.
• Professional communication skills and the ability to work effectively across dealership departments.
• Dependability and discretion when handling confidential financial information.
• High school diploma or equivalent required; additional accounting or business education is a plus.

What We’re Looking For

We are looking for someone who understands how accounting supports the daily operations of an automotive dealership. The right candidate will take ownership of assigned accounts, keep schedules current, follow up on missing documentation, and communicate clearly with department managers. This person should be approachable, dependable, and comfortable working independently while contributing to the Accounting Department’s success.

About Elmhurst Chrysler Dodge Jeep Ram

Elmhurst Chrysler Dodge Jeep Ram is committed to providing a professional, team-oriented workplace where employees can contribute, grow, and be recognized for their work.

We are an Equal Opportunity Employer and consider qualified applicants without regard to any characteristic protected by applicable law.