EXPERIENCED Dealership Office Manager

Job Title: Office Manager      

Reports To: Group Controller     

Location:  San Diego Harley Davidson            

FLSA Status: Exempt     

Department: Accounting/ Finance

Job Status: Full-time        

Date: March 2023

About the Company:

San Diego Harley Davidson has grown to become one of the best-known dealerships in the country by having the very best staff and making customer service our number one priority. On any given day, you will hear the bell ringing, music playing and loud applause from our staff welcoming the newest member into our Harley-Davidson® family. We are proud of our military presence, being community focused, and operating as a true family business.

Job Summary:

The Office Manager is responsible for providing accounting, cash management, administrative, and payroll support to the dealership.  The Office Manager works closely with the General Manager and dealership’s management teams to tackle day-to-day dealership operations and activities.  The Office Manager is proactive, works independently with limited supervision, and continually seeks opportunities to make an impact on the organization's efficiencies. 

Job Responsibilities:

·         Analyzes and organizes office operations and procedures

·         Hires, trains, and supervises office personnel

• Assists the HR Department in onboarding new employees.

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

·         Prepares daily bank deposit and cash report

·         Maintains an effective cash management system and accurately forecasts cash needs

·         Controls petty cash amounts for dealership and sales department

·         Provides a timely daily performance report (DPR) and keeps the dealer/general manager informed about trends

·         Reconciles select accounts monthly

·         Approves adjustments to inventory and receivable accounts as appropriate

·         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

·         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

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

·         Administers charge-back program

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

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

·         Attends management meetings as requested

·         All other duties assigned by management

Job Requirements:

·         Prior Automotive /Power sports Accounting experience required

·         Bachelor's degree (B.A.) or Associates Degree with minimum of 2 years of accounting/ finance experience preferred

·         Payroll preparation and reporting experience required

• Solid computer skills (Excel, Word, Outlook, PowerPoint)
• Must have advanced problem solving and analytical skills
• Prioritizes and completes tasks with a concern for all the details involved; monitors and checks work for accuracy
• Must be self-directed and effective working independently, yet equally comfortable contributing in a team environment

Job Competencies:

·         Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

·         Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

·         Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

·         Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

·         Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

·         Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

·         Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

·         Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

Physical Demands:

·         Prolonged periods of sitting

Working Conditions:

·         The noise level in the work environment is usually loud

·         Occasionally exposed to exhaust fumes or other airborne particles

·         Frequently works near moving mechanical parts

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