Office Manager – Used Car Dealership
Position Overview:
We are seeking a detail-oriented and highly organized Office Manager to oversee daily administrative operations at our used car dealership. The Office Manager will play a key role in managing dealership inventory, processing invoices, ordering vehicle parts, performing title clerk duties, and tracking expenses. This individual will ensure the smooth flow of back-office operations, maintain compliance with dealership and DMV requirements, and support the sales and service teams with accurate documentation.
Key Responsibilities:
Inventory Management
o Maintain accurate vehicle inventory records (purchases, sales, and transfers).
o Reconcile physical inventory with system records.
o Track vehicles through the sales pipeline from acquisition to delivery.
Invoice & Expense Management
o Prepare, review, and process customer and vendor invoices.
o Monitor accounts payable and receivable, ensuring timely payments.
o Record and track dealership expenses for reporting and budgeting purposes.
Title Clerk Duties
o Process vehicle titles, registrations, and lien releases in compliance with DMV regulations.
o Ensure timely transfer of ownership for all sold vehicles.
o Maintain accurate and organized title records.
Parts & Ordering
o Coordinate ordering of vehicle parts and supplies for service and reconditioning.
o Maintain vendor relationships and negotiate pricing when necessary.
o Track parts usage and reconcile invoices against orders.
Administrative Support
o Prepare financial and operational reports for management.
o Maintain organized filing systems (digital and paper) for dealership documents.
o Support sales and service staff with required documentation and office tasks.
Compliance & Record-Keeping
o Ensure compliance with state and federal regulations, including DMV, sales tax, and accounting rules.
o Maintain confidentiality of sensitive financial and customer information.
Qualifications:
Previous experience in an automotive dealership office role (preferred).
knowledge of DMV title/registration processes and compliance requirements(preferred).
Proficiency in inventory management and office accounting systems (e.g., Dealer Management Systems, QuickBooks, or similar).
Excellent organizational, problem-solving, and multitasking skills.
Strong attention to detail and accuracy.
Proficiency in Microsoft Office (Excel, Word, Outlook) and general computer literacy.
Ability to work independently and manage multiple priorities in a fast-paced environment.
Work Environment & Schedule:
Full-time position; standard dealership office hours (including Saturdays).
Office-based role with frequent interaction with sales, service, and management teams.
Compensation & Benefits:
Competitive salary based on experience.
Potential performance-based bonuses.
