Job Description

JOB TITLE: Office Manager

DEPARTMENT: Business Office

DATE ORIGINATED: August 2020

LOCATION: California 

REPORTS TO: Controller

FLSA STATUS: Exempt

SUPERVISES: Business Offices

SUMMARY: The Office Manager will oversee the general administrative functions and activities of the office. This position is responsible for assisting the accounting conditions of the dealerships, and assisting in directing the overall financial planning, budgeting and accounting practices while upholding the highest ethical standards.

• ESSENTIAL JOB FUNCTIONS (DUTIES AND RESPONSIBILITIES): The primary duties consist of, but are not limited to the following.
• Assists in recruiting and hiring of applicants to fill vacant positions in the Business Office and conducts performance evaluations.
• Coordinates training programs for new staff and identifies training needs for current staff
• Work under the direction of the Controller, to ensure the completion of daily tasks
• Responsible for the organization of office documents, reports and files
• Reviews schedules and accounts
• Team heat sheet meetings
• Supervisory Responsibilities
• Oversees the Business Office and is the first point of contact for questions, training, etc.
• Month End processes
• Work evening, weekend and holiday work hours as required
• Receive and process mail and packages
• Monitor time cards
• Follow up on multiple desks in accounting department
• Maintain all accounting on day to day operations
• Participates in special department projects
• Must be able to compose emails, memos and letters in a concise, professional, and grammatically accurate fashion
• Ensure timely and accurate postings of all store transactions
• Maintain financial controls according to Company and manufacturer requirements
• Ensures processes are being followed and performed timely and accurately
• Physical Inventory Internal Audit reports
• Incentive reviews
• Review of aging receivables
• Fraud or theft notifications to support services
• Safety committee and risk meetings
• Manages and motivates staff with a positive attitude toward company processes and goals with the following core values:
• Earn customers for life
• Personal Ownership
• Improve constantly
• Have Fun
• Exceptional responsiveness to all communications (phone, text, email)
• Excellent communication skills (oral and written)
• Excellent management and supervisory skills
• Proficient knowledge of Excel, Microsoft Word, Outlook
• Strong organizational skills, a self-starter, detail oriented
• Performs other tasks as assigned or dictated by Controller.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skills, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Minimum of 2+ years in an automotive office management position required
• Display a professional attitude through performance, appearance, and demeanor
• Ability to work well and collaborate and cooperative in a team environment
• Flexibility and willingness to adjust to changing environments and new technologies and procedures
• Regular, timely attendance
• Must possess an excellent “can do” demeanor individually and with staff
• Excellent time management and ability to perform high quality work within assigned deadlines
• Leadership ability to correctly guide expectations and processes to a continuous stability with all staff
• Availability for business travel as needed
• Must see problems as opportunities to build positive relationships and have exceptional problem-solving skills

·        Proficient with Excel and Microsoft Word, Outlook

·        Title Work knowledge and ability

·        Payroll knowledge and ability

·        Accounting (Payable/Receivable) knowledge and ability

·        Month End Close knowledge and ability

·        Payroll knowledge and ability

·        Bank Reconciliations knowledge and ability

·        Flooring Reconciliations knowledge and ability

·        Manage Floor Plan

·        Great communication and organization skills

·        Lead by example, approachable and coachable

·        Dedicated and determined to do your best

·        Keep a very busy office organized at all times!

·        Quality and precision focused with a strong attention to detail  

·        A good strong supportive and fairness attitude is a must

EDUCATION AND/OR EXPERIENCE REQUIRED:

• BA or BS degree, or similar work experience

·        Working knowledge of all accounting office positions

• Synthesizes complex or diverse information.
• Collects and researches data.
• Manages difficult or emotional staff situations.
• Maintains confidentiality.
• Meets commitments.
• Keeps emotions under control.
• Listens to others without interrupting.
• Varies writing style to meet needs.
• Takes responsibility for subordinates' activities.
• Experience in communication
• Adapts to changes in the work environment.
• Excellent people skills and ability to develop relationships easily and quickly

WORK ENVIRONMENT: General office environment.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must possess supervisory skills and be able to effectively direct the work of others. While performing the duties of this job, the employee is exposed to an office and car lot work environment. The noise level in these work environments is usually moderate to high.  Primary environment: ambient room temperatures, and outside weather environment, lighting and traditional office equipment as found in a typical office environment such as, computers, phones, fax and scan machines. May require walking primarily on an unleveled surface for periodic periods throughout the day with a time duration of 5 days a week 8-10 hours per day.

Must have the ability to report for work on time, follow directions, interact effectively with co-workers, understand and follow rules and procedures and accept constructive criticism. 

PHYSICAL & MENTAL DEMANDS:

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.

While performing the duties of this job, the employee is regularly required to work 5 days a week, 8 to 10 hours per day. The employee is regularly required to talk and hear in person and via phone with a time duration of 5 days a week 8-10 hours per day. The employee frequently is required to walk and reach with hands and arms with a time duration of 5 days a week 8-10 hours per day. The employee is frequently required to sit or stand as needed with a time duration of 5 days a week 8-10 hours per day (at desk, or while driving) in an office and car lot environment. Manual dexterity to perform data entry functions. May require walking primarily on a level and unlevel surfaces for periodic periods throughout the day with a time duration of 5 days a week 8-10 hours per day. Reaching above shoulder heights, below the waist or lifting as required to file documents or store materials throughout the workday with a time duration of 5 days a week 8-10 hours per day.

The employee must have excellent keyboarding skills.  The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25-30 pounds with a time duration of 5 days a week 8-10 hours per day.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus, Visual acuity to read documents, computer screens, files, etc. with a time duration of 5 days a week 8-10 hours per day. 

LANGUAGE SKILLS:

Ability to communicate orally or in written form effectively with co-workers, potential and current clients, Ability to read, analyze and interpret written and verbal instructions in the English Language, with a time duration of 5 days a week 8-10 hours per day. Ability to write routine reports and correspondence, including writing grammatically correct emails and text messages in the English Language, with a time duration of 5 days a week 8-10 hours per day.  Ability to effectively present information and respond to questions from managers, clients, and customers in the English Language, with a time duration of 5 days a week 8-10 hours per day.  

MATHEMATICAL SKILLS: 

Ability to calculate figures and amounts such as discounts, interest, and percentages. Basic knowledge of County, State, City and Federal sales tax laws. Mathematical skills will be regularly required 5 days a week, 8 to 10 hours per day. Ability to calculate ETA (estimated time of arrival) of product by giving time frame in date and clock time format. 

REASONING ABILITY: 

Ability to define problems, collect data, establish facts, and draw valid conclusions with a time duration of 5 days a week 8-10 hours per day. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form with a time duration of 5 days a week 8-10 hours per day.  Demonstrate the ability to anticipate and solve practical problems or resolve issues with a time duration of 5 days a week 8-10 hours per day. The above reasoning abilities will be regularly required 5 days a week, 8 to 10 hours per day.

The statements herein are intended to describe the general nature and levels of the work performed by employees, but are not a complete list of responsibilities, duties, and skills required of personnel so classified.  Furthermore, the job description does not constitute a written or implied contract for employment. We reserves the right to revise or change job duties and responsibilities as the need arises.

We are an Equal Opportunity Employer and does not discriminate against otherwise qualified applicants on the basis of race, color, religion, national origin, sex, age, gender identity, sexual orientation, veteran status or on the basis of disability.

Approved By: ___________________________________          Date: _____________________

Reviewed By Employee & Manager:

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