Assistant Office Manager

About Knudtsen

Pay Range: $25.00/hour - $28.00/hour (DOQ/DOE). 

Knudtsen Foothills Lincoln Mazda is seeking an Assistant Office Manager to join the Knudtsen team. Knudtsen is a family-owned and operated company that provides the Spokane and Post Falls communities with new and used cars, full-service body shops and service departments, as well as genuine Mazda and Lincoln Parts. At Knudtsen, we strive to be a team and truly value our relationships with each other, our customers, and the community.

Additionally, we have some great benefits:

• Employer sponsored health insurance - medical, dental, vision – for employees and dependents


• Life insurance plans


• Paid holidays


• Sick pay


• Paid vacation


• Employee purchase discounts


• 401(K) Retirement Savings Plan (4% Employer Match!)


• Training and education assistance

Job Position Summary
The Knudtsen Foothills Assistant Office Manager aids the Office Manager in processing and generating financial data for all dealership departments, which together represent the accurate financial condition Knudtsen Foothills Mazda Lincoln. The ability to take directions and train in all areas of the office is required. Some key strengths the Assistant Office Manager should possess include strong communication skills, a solid work ethic, eagerness to learn and advance, and flexibility in everyday work functions and office hours. This person should be a team player and support a healthy and positive work environment and have a willingness to assist those they work with.

Responsibilities

• Assists the Office Manager in analyzing and organizing office operations and procedures.


• Helps train office personnel in the performance of their essential duties.


• Controls all posted documents, including time records, vehicle deals, commissions and additions and changes to inventory.


• Cross train and learn all administrative and office positions, including Titling, Car Deal Processor and Accounts Payable.


• In the absence of any office staff, take on daily duties that need to be addressed/completed (once trained).


• Prepares daily bank deposit and cash report.


• Reconciles the bank statement daily.


• Maintains an effective cash management system.


• Controls petty cash amounts for dealership and sales department.


• Approves adjustments to inventory and receivable accounts.


• Assists in completion of annual review/audit.


• Aids the Office Manager in preparing payroll and processing payroll on a timely basis, posts payroll and maintains payroll records.


• Aids the Office Manager in the preparation of tax reports, tax deposits and tax returns in a timely, accurate manner.


• Prepares employee health/life benefit payments.


• Stays abreast of current factory incentives and codes deliveries on dealership computer system accordingly.


• Administers charge-back program for late charges to inventory.


• Prepares monthly floor plan report for use in commission calculations.


• Prepares sales commission/chargeback detail reports.


• Manages the payoff of vehicle floor plan and works with bank representatives.


• Approves new charge accounts and oversees collection of past due accounts.


• Compiles information and prepares reports as requested by management.


• Controls keys to buildings and maintains log of keys issued to employees.


• Assist Office Manager with processing warranty cancellations and refunds.


• Maintains a professional appearance.


• Other tasks as assigned.

Qualifications

• Associates or Bachelor's degree in business administration preferred.


• Must have a strong accounting background and acumen, 3-5 years of previous automotive accounting experience is required .


• Advanced computer skills, working ability of Word, Excel, etc., and ability to learn database management software required. Experience with DealerTrack preferred .


• Must have proficient oral and written communication skills, and the ability to read and interpret documents. 


• A team player focused on providing exemplary customer service, adhering to a standard of professional ethics.


• Self-motivated with the ability to set and achieve targeted goals.


• A willingness to train and learn new functions is imperative.


• Experience in automotive sales or subprime sales, with knowledge of state regulations regarding finance and the Fair Credit Reporting Act, is preferred.


• Working knowledge of computers, basic software, and Internet, and ability to learn database management and customer relationship software.


• Must have a valid driver's license.


• Must be able to pass a motor vehicle report and possess a safe driving record.


• Must be able to pass a criminal background check.


• Pre-employment drug test (note: we do not test for marijuana during pre-employment testing) required.


• Also subject to random drug testing, reasonable suspicion drug and alcohol testing, and post-accident testing at the company’s request.

PHYSICAL DEMANDS and WORKING ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Assistant Office Manager may be required to stand for long periods of time, sit for long periods of time, walk with customers and team members, lift and/or carry up to 20 pounds, balance, stoop, kneel and crouch. While performing the duties of this job, the employee is regularly required to talk, listen and hear. The employee is frequently required to use hands to finger, handle, feel and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The environment for the Assistant Office Manager varies, but often is an office setting but could require occasional work throughout the Dealership. The Assistant Office Manager may be required to walk the dealership property and may encounter inclement weather. The Office Manager may also enter the service areas and be exposed to dangerous work environments and loud noises. The noise level in the work environment is usually quiet to moderately loud.

Knudtsen Dealerships and Auto Body Shops are an equal opportunity employer and prohibits discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.