Heritage Valley Ford, Inc is hiring: OFFICE MANAGER in Putnam

JOB ROLE- OFFICE MANAGER

REPORTS TO: Owner/General Manager

LAST UPDATED: FEBRUARY 2025

RESPONSIBILITIES:

· Analyzes and organizes office operations and procedures.

· Prepares a complete financial statement monthly according to dealership guidelines and the manufacturer's format and time frame.

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

· Maintains an effective cash management system. Forecasts cash needs.

· Provides a timely daily operating control (DOC) and keeps the dealer/general manager informed about trends.

· Reconciles select accounts monthly.

· Approves 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.

· Prepares payroll on a timely basis, posts payroll and maintains payroll records.

· Prepares tax reports, tax deposits and tax returns in a timely, accurate manner.

· Prepares employee health/life benefit payments.

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

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

· Prepares monthly floor plan report for use in commission calculations.

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

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

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

QUALIFICATIONS:

· 4 to 10 years related automotive experience and/or training; or equivalent combination of education and experience

· Ability to read, analyze and interpret technical specifications, financial reports, and contractual/legal documents

· Excellent verbal and written communication and interpersonal skills; articulate information to top management

· Ability to prioritize, delegate, and multi-task under pressure

· Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community

· Self-motivated, organized, and detail oriented

BENEFITS:

· Full-time position

· Competitive compensation with performance incentives

· Medical/Dental/Vision Insurance

· Short-Term, Long-Term, and Life Insurance

· Paid Time Off (PTO) & Sick Days

· 401(k) with employer match

· Employee discount

SCHEDULE:

· Monday to Friday

LICENSE/CERTIFICATION:

· Valid Driver's License (REQUIRED)