Office Manager

El Monte, CA

Job Title: Office Manager

Department: Business Office

Reports To: Controller/Business Manager


Processes and generates financial data for all dealership departments, which together represent the accurate financial condition of the business. Provides accurate reporting to the dealer/general manager and is responsible for accounting office and administrative functions.


· Essential Duties include the following. Other duties may be assigned.

· Assists with hiring, training, and supervision of office personnel.

· Analyzes and organizes office operations and procedures.

· Assists Controller in preparing a complete financial statement monthly according to dealership guidelines and the manufacturer's format and time frame.

· Reviews and controls posted documents, including time records, vehicle deals, commissions, and additions and changes to inventory.

· Reconciles select accounts monthly.

· Recommends adjustments to inventory and receivable accounts.

· Ensures that all manufacturer accounts including warranty claims, rebates, interest, protection, and co-op advertising accounts are current and accurate.

· Prints monthly journals, schedules, and general ledger. Closes month by processing accounting month-end.

· Participates in the preparation of short- and long-term forecasts.

· Assists in completion of annual review/audit.

· Ensures compliance with all government regulations.

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

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

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

· Compiles information and prepares reports as requested by management and/or dealer principal.

· Cross-trains a qualified substitute.

· Identifies legal requirements and government reporting regulations affecting HR functions and ensures policies, procedures, and reporting are in compliance.

· Attends managers meetings as requested.

· Maintains a neat work area.

· Immediately report to management any situation or condition that jeopardizes the safety, welfare, or integrity of the dealership, its employees, or customers.

· Complete all required certification courses respective to position.

· Maintain a valid driver’s license and immediately inform management of any changes in its status.

· Maintain a professional appearance. ie: a high level of personal grooming, hygiene, and uniform appearance.