Job Details
REPORTS DIRECTLY TO: GENERAL MANAGER
SUMMARY:
Responsible for the efficiency, accuracy and timeliness of all office procedures. Responsible for the management of office personnel. Responsible for the successful operation of the entire office and facilities. The Office Manager exhibits superior customer service at all times.
ESSENTIAL FUNCTIONS:
RESPONSIBLE FOR:
- Provide efficient and courteous service to all customers at all times.
- Always exhibit 'hands on' and direct approach with customers.
- Staffing, training, scheduling, counseling and supervision of office personnel.
- Maintain all Employee Records and Manuals.
- Timeliness, accuracy and completion of weekly payroll processing.
- Timeliness, accuracy and completion of the payroll journal entries.
- Timely and accurate garnishment processing.
- Completion of Unemployment request forms.
- Handle HR inquiries as needed, communicating with Corporate HR as needed.
- Timely and accurate insurance enrollments and terminations.
- Timeliness, accuracy and completion of insurance reconciliations.
- Workers Compensation filings and follow-up.
- Timeliness, accuracy and completion of 1099's.
- Prompt, professional handling of phone calls.
- Review of customer problem calls to insure proper and prompt resolution.
- Maintenance of office supplies and equipment.
- Insure bidder badge machine is properly functioning.
- Insure check printer is on and properly functioning.
- Point person to insure proper operation of printers, scanners, copiers and internet connections.
- Greet dealers and assist them as needed.
- Insure daily deposit of all monies collected.
- Deposit all previous sales checks in AS400.
- Credit Card reconciliation.
- Maintenance and timely reconciliation of petty cash.
- Correct errors on block tickets, changing prices, blowing deals out of system, editing buyer and/or seller information as needed.
- Timeliness, accuracy and completion of check processing.
- Timeliness, accuracy and completion of reconciliation of car account, operating account and AS400.
- Preparation and mailing of monthly statements.
- Timeliness, accuracy and completion of bill entry and processing.
- Proper tracking of all checks and titles.
- Maintain dealer floats are not over limit.
- Maintenance of voided check file.
- Collection of Accounts Receivable.
- Daily review of Problem Title file with Title Office.
- Review of the Un-deposited report and Accounts Receivable report for accuracy.
- Weekly reports after sale day and close.
- Assist the working of reports, unpaid, T/A's, etc. as needed for the timely completion of paperwork.
- Timeliness and completion of the sales reports processing.
- Daily review of Order Title File with Fleet/Lease department.
- Identify problems and recommend and implement solutions as necessary.
- Work well independently as well as a team player.
- Timely communication of issues that may be deemed as detrimental to the success of operations to Management.
- Performs other duties as necessary.
Requirements
- Education: High School Diploma minimum, some College preferred
- Experience: Previous office management experience
- Skills: Should be highly organized, self motivated and self disciplined. Computer proficient. Must be able to read, write and speak English fluently
- Environment: The environment of the Office Manager involves working in the office at a desk for extended periods. Those working in this position are subject to repeated hours working at a computer and while sitting at a desk.
The above functions are not intended to be exhaustive and all inclusive. The Company reserves the right to revise this job description as needed to comply with actual job requirements. Other responsibilities may be added as necessary at the sole discretion of management.