Office Manager - Knudtsen Foothills

JOB DESCRIPTION –  Office Manager

Knudtsen Foothills - Spokane, WA

Pay: $72,000 annually

Knudtsen Foothills Lincoln Mazda is seeking an Office Manager to join the Knudtsen team. Knudtsen is a family-owned and operated company that provides the Spokane and Post Falls communities with new and used cars, full-service body shops and service departments, as well as genuine Mazda and Lincoln Parts.  At Knudtsen, we strive to be a team and truly value our relationships with each other, our customers, and the community. 

Additionally, we have some great benefits: 
·    Employer sponsored health insurance - medical, dental, vision – for employees and dependents  
·    Life insurance plans 
·    Paid holidays 
·    Sick pay 
·    Paid vacation 
·    Employee purchase discounts 
·    401(K) Retirement Savings Plan (4% Employer Match!)  
·    Training and education assistance

Job Position Summary

The Knudtsen Foothills Office Manager is a key member of the management team and is responsible for efficient operation of the Business Office in the dealership.  The incumbent of this position should be detail orientated, possess a background in finance or accounting (including WA State payroll), have a solid background in the automotive industry and have strong leadership and management skills.   The ability to organize tasks and delegate will be important skills for the Office Manager to possess.  

Responsibilities  

•    Hire, train and supervise office personnel. 
•    Analyze and organize office operations and procedures.  
•    Prepare and confirm all accounting department entries have been made for a seamless financial statement close. 
•    Control all posted documents, including vehicle deals, commissions, and additions and changes to inventory.  
•    Controls petty cash amounts for dealership and sales department.  
•    Provide a timely daily operating control (DOC) and keeps the General Manager informed about trends.  
•    Reconcile select accounts monthly.  
•    Approve adjustments to inventory and receivable accounts.  
•    Ensure that all manufacturer accounts including warranty receivables and rebates, are current and accurate.    
•    Submitting, cancelling and reconciling aftermarket sales (Zurich).
•    Participate in the preparation of short and long term forecasts.  
•    Ensure compliance with all government regulations regarding assigned duties and responsibilities. 
•    Prepare payroll on a timely basis, posts payroll, and maintains payroll records.  
•    Prepare tax reports, tax deposits and tax returns in a timely, accurate manner.  
•    Prepare employee health/life benefit payments. 
•    Stay up to date on current factory incentive and code deliveries computer system accordingly.   
•    Prepare sales commission/chargeback detail reports. 
•    Manages the payoff of vehicle floor plan and works with bank representatives.  
•    Approves new charge accounts and oversees collection of past due accounts. 
•    Compile information and prepare reports as requested by management.  
•    Cross-train a qualified substitute. 
•    Process paperwork for terminations in DMS.  
•    Maintain confidential employment files. 
•    Attends managers meetings.  
•    Other tasks as assigned. 

Qualifications

•    Bachelor’s Degree in Business Administration required. 
•    4-6 years of previous automotive accounting experience required, or a combination of education and experience may be considered.  
•    Must have experience with Washington State and Federal payroll laws and best practices.
•    Advanced computer skills, working ability of Word, Excel, etc., and ability to learn database management software. 
•    Proficient oral and written communication skills, and the ability to read and interpret documents. 
•    A team player focused on providing exemplary customer service, adhering to a standard of professional ethics.
•    Self-motivated with the ability to set and achieve targeted goals. 
•    Experience in automotive sales or subprime sales, with knowledge of state regulations regarding finance and the Fair Credit Reporting Act, is preferred. 
•    Working knowledge of computers, basic software, and internet, and ability to learn database management and customer relationship software.
•    Have a valid driver's license.
•    Pass a motor vehicle report and possess a safe driving record. 
•    Pass a criminal background check. 
•    Required pre-employment drug test (note: we do not test for marijuana during pre-employment testing). 
•    Also subject to random drug testing, reasonable suspicion drug and alcohol testing, and post-accident testing at the company’s request. 

PHYSICAL DEMANDS and WORKING ENVIRONMENT

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.

The Office Manager may be required to stand for long periods of time, sit for long periods of time, walk with customers and team members, lift and/or carry up to 20 pounds, balance, stoop, kneel and crouch.  While performing the duties of this job, the employee is regularly required to talk, listen and hear.  The employee is frequently required to use hands to finger, handle, feel and reach with hands and arms.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.  The Office Manager will spend an extensive amount of time on a computer and view a computer screen for a large amount of time. 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  The environment for the Office Manager is often an office setting but could require occasional work throughout the Dealership.  The Office Manager may be required to walk the dealership property and may encounter inclement weather. The Office Manager may also enter the service areas and be exposed to dangerous work environments and loud noises.  The noise level in the work environment is usually quiet to moderately loud.

Knudtsen Dealerships and Auto Body Shops are an equal opportunity employer and prohibits discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.