Assistant Office Manager - Wise Auto Group

TITLE: Assistant Office Manager

STATUS: Full-Time, Regular

CLASSIFICATION: Hourly

WORK HOURS: Varies According to Business Need

REPORTS TO: Controller

POSITIONS SUPERVISED: Business Office Staff _____________________________________________________________________________________

The Assistant Office Manager is responsible for generating and processing financial data for all dealership departments, which represents the accurate financial condition of the dealership location. The Assistant Office Manager will provide accurate reporting to the Controller and oversees the accounting, office, and administrative functions.

The Assistant Office Manager interacts daily with the Controller, Business Office Staff, General Manager, Department Managers, other dealership staff and most importantly, our customers.

Mission Statement

Harley-Davidson of Yuba City is part of the Wise Riders dealer group. Wise Riders is a family-owned Harley-Davidson dealership group committed to:

1. Providing a first-class and transparent Harley-Davidson dealership experience for all customers, where they are valued and respected, and satisfaction of their motorcycle needs is our primary purpose.

2. Building an industry best and merit-based work culture, with clear expectations, quality training, and growth opportunities for all associates.

3. Establishing brand representation excellency through clean and welcoming facilities, dedicated to providing an environment that is customer focused which promotes and enhances the Harley-Davidson culture in our local communities.

Experience:

· Must be at least 18 years old

· Valid Driver's License

· Must be authorized to work in the United States and not require work authorization sponsorship by our company for this position now or in the future.

· High school diploma or GED preferred.

· Helpful attitude and friendly demeanor

· Able to carefully deal with confidential information.

· Professional and dependable

· Computer and internet skills, including Microsoft Office suite

· Extremely detail oriented

· Excellent customer service skills

· Positive attitude

· Quick learner

· Maintains a professional appearance.

Education:

· High school Diploma or equivalent

Physical Requirements:

· The position is based in a normal automotive dealership environment. Occasional physical activity such as reaching below and above shoulder level, kneeling, bending, squatting and stooping to inspect repairs, and lifting and carrying objects over 25lbs. There may be potential exposure to fumes, chemicals, dust, along with high levels of noise. The noise level in the work environment is usually moderately noisy. The position will experience frequent sedentary work, in an office environment. The employee must have visual acuity to determine the accuracy and thoroughness of the work assigned. While performing the duties of this job, the employee may occasionally work near moving mechanical parts or in outside weather conditions. The employee may occasionally be exposed to wet and/or humid conditions, fumes, toxic or caustic chemicals. Subject to weather conditions both inside and outside.

Time Keeping Requirements:

· This position is expected to clock in and out for each work shift. There is also an expectation to take a minimum of 30 minutes un-paid meal break before the 5th hour of each shift. If working more than 12 hours in a day, an additional

30-minute unpaid meal break when working more than 12 hours in a day. The second meal break must be taken before the 10th hour in each 12-hour shift.

Responsibilities:

· Handle incoming calls from customers and vendors regarding payment status.

· Manage AP email inbox.

· Flag emails that require follow-up, enter invoices in Talon DMS

· Escalate past-due payments issues and communicate with Controller on payment delays.

· Contact vendor for additional information when needed.

· Review invoices for appropriate documentation, coding, and approval

· Review vendor statements and identify unpaid or short-paid invoices.

· Contact vendor for missing invoices, when needed.

· Generate check run per established procedures.

· Practice and promote teamwork at all times.

· Handle incoming calls from dealer representatives and customers related to titling.

· Process title transfers on retail sales

· Maintain record and current registration on company-owned vehicles.

· Examine and confirm vehicle titling paperwork and chain of ownership documents for accuracy & completeness

Assist the Office Manager in the following duties:

· Daily bank reconciliation

· Maintains an effective cash management system.

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

· Analyzes and organizes office operations and procedures.

· Prepares sales commission/chargeback detail reports.

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

· Assists in completion of annual review/audit.

Responsibilities (continued):

· Supervise accounting operations, accounting close, reporting and all schedule reconciliations.

· Approves adjustments to inventory accounts.

· Outstanding CIT follow up with FI/Desk

· Standard entries-prepaids and accruals

· Weekly detail schedule reviews

· Weekly balance sheet reviews

· Approval of invoices

· Weekly due bill reconciliation

· Review technician payroll posting and unapplied time

· Post reserves and chargebacks from banks and clear

· Month end closing procedures.

· Review & approve timecards

· Analyze and organize office operations and procedures.

· Attend manager meetings as requested

· Other duties as assigned

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