Job Data

Job Title:
Department:
Supervisor:
Pay Class / FLSA Status:

Office Manager
Office
Dealer Principal
Salaried / Non-Exempt

• Supervises employees and manages operations of the office department.

• Administration
• Customer Service

1. Administration
   • Ensure office personnel are alert, well trained and accurate.
   • Oversee maintenance of accounts payable invoices.
   • Ensure timely and accurate payment of purchases, taxes and dues. In addition, ensure timely filing of related forms.
   • Set-up and maintain an accurate easy to access filing system for accounting reports.
   • Initiate and file new employee paperwork
   • Maintain employee personnel folders.
   • Responsible for bi-monthly payroll and distribution of payroll year-end documents. Ensure payroll checks are distributed in a timely manner.
   • Coordinates all insurance related and credit union related transactions.
   • Ensure office supplies are replenished promptly.
   • Safeguard incoming mail.
   • Safeguard employee personnel records.
   • Maintain vehicle inventory.
   • Finalizes vehicle sales deals and calculates salesperson commission(s).
   • Oversee filing of sold vehicle folders.
   • Ensure timely payment of sold vehicles (floored and consigned) and trade acceptance purchases.
   • Maintain all insurance transactions in a timely and accurate manner.
   • Ensure computer file backup is requested as scheduled and ensure that backup operation was error free. Initiate corrective action if error occurs.
   • Ensure prompt, dependable, high quality, typing and other office related assistance to the President.
   • Ensure telephone is answered in a friendly, courteous manner; pages are performed in a pleasant professional manner, and messages are distributed efficiently.
   • Maintain clean efficient office facilities.
2. Customer Service
   • Greet internal and external customers immediately, in a courteous and friendly manner.
   • Handle telephone transactions quickly, and courteously. Record messages and forward to appropriate personnel. Handle customers with complaints in a special manner (e.g. don’t just transfer the calls. First communicate the importance and status of the call to the party they need or the party’s manager).
   • Ensure telephone operator knows how to give directions our our location. In addition, the telephone operator must know when employees are away on vacation, are out sick, or are away on business meetings or trips.
3. Other Duties
   • As Assigned

• Establish office work schedule, balancing the wok loads of employees.
• Establish job assignments.
• Set office policies and procedures.
• Manage employee performance (evaluate and counsel)
• Assist President with recruiting, interviewing, hiring and firing employees.
• Maintain records of office employee performance reviews.
• Manage the training of office department employees.

• Treat all employees, customers, and suppliers fairly, courteously, and with dignity.
• Be honest and fair in all business dealings.

• Knowledge of office accounting systems and experience with computer systems.

• Occasionally required to lift 40 lb. of material.

• Frequently works on a computer or doing other “close vision” work.