Assistant Office Manager

Job Description About the Role:The Assistant Office Manager plays a crucial role in supporting the efficient operation of the office environment by assisting with administrative and managerial tasks.Minimum Qualifications:High school diploma or equivalent required; Associate's degree or higher preferred.At least 2 years of experience in an administrative or office support role.Proficiency with Microsoft Office Suite (Word, Excel, Outlook).Strong organizational and multitasking abilities.Excellent verbal and written communication skills.Preferred Qualifications:Experience in office management or assistant office manager roles. Automotive Dealership experience would be ideal.Familiarity with office management software and tools such as scheduling and inventory systems.Basic knowledge of budgeting and financial record-keeping.Customer service experience.The ability to stay organized and manage multiple ongoing tasks.Ability to work independently and as part of a team across multiple dealerships.Responsibilities:Analyzes and organizes office operations and procedures.Prepares a complete financial statement monthly according to dealership(s) guidelines and within each manufacturer's format and time frame. Ensures that all manufacturer accounts, including warranty claims, rebates, interest protection and co-op advertising are current and accurate.Interprets the financial statement and the daily operating control (DOC) regularly and informs dealer of developing trends.Maintains an effective cash management system that forecasts cash funds and makes recommendations for the profitable use of excess cash and provides a daily cash update to Controller and CFO.Maintains the operational forecast for revenue and expenses.Reviews the general ledger and scheduled accounts. Notes any unusual entries and investigates.Ensures compliance with all applicable government finance regulations, including filing and/or maintaining of required forms.Prepares daily bank deposit and cash report.Deposits and reconciles service/parts receipts.Oversees petty cash amounts for dealership and sales department.Approves adjustments to inventory and receivable accounts.Prepares tax reports, tax deposits and tax returns in a timely, accurate manner.Prepares monthly floor plan report for use in commission calculations.Pays off vehicle floor plan daily and works with bank representatives.Prepares sales manager commissions.Maintains all accounts payable files, prepares AP checks; posts open items daily.Reconciles statement/ledger against dealership schedules.Maintains vendor records; responds to vendor inquiries.Posts sales transactions for new retail deals to accounting records such as worksheets, ledgers, and computer files.Posts Dealer Trades.Posts EFT payments for contracts.Stock in used car/auction purchases and make payment.Process return for overpayments, down payments and product cancellations.Obtain floor plan financing as needed for newly acquired vehicles.Manage PO system.Verify receipt of customer monies.Ensures that all office personnel are using proper accounting procedures and maintaining accurate records.Analyzes and supervises the preparation of all information for the CPA in order to minimize audit or review costs.Reconcile weekly manufacturer statement.Other duties as assigned.Skills:The Assistant Office Manager uses organizational skills daily to coordinate schedules, manage supplies, and maintain filing systems, ensuring the office operates efficiently. Communication skills are essential for interacting with staff, management, vendors, and clients, facilitating clear and professional exchanges. Proficiency in Microsoft Office and other software tools enables the preparation of reports and correspondence with accuracy and timeliness. Problem-solving skills help address routine challenges promptly, maintaining a smooth workflow. Additionally, multitasking and time management skills are critical to balancing various responsibilities and supporting the team effectively throughout the workday.Monday - Friday, 8:00AM to 5:00PM