Assistant Office Manager- Full Time
The mission of the Assistant Office Manager is to support the Controllers in ensuring that the financial and accounting records of the dealership are kept accurately. This role aims to maximize profit by providing timely and accurate information to departmental and upper management, assisting in the smooth operation of the Business Office, and maintaining high levels of customer and employee satisfaction.
About Us
Webb Automotive Group is a family-owned company that has experienced remarkable growth over the past 50 years, establishing a strong presence throughout Illinois and Northwest Indiana. At Webb Automotive Group, we encourage embracing change, continuous learning, and innovation to foster career growth. We believe in providing a supportive learning environment where our employees learn from each other and stay at the forefront of industry best practices.
Join our team and become a part of our thriving automotive family! We are committed to investing in your success and guiding you towards a fulfilling career in the automotive industry.
Responsibilities
- Actively contribute to maintaining the highest possible Dealership Customer Satisfaction level.
- Assist in overseeing the operation of the Business Office, ensuring staff members perform their jobs efficiently and accurately.
- Automate all possible systems and establish controls.
- Review schedules and accounts daily for accuracy.
- Monitor work in process and sublet schedules for accuracy.
- Perform payroll. Onboard all new hires with system set ups as well as maintain records regarding employee matters. Maintain vacation records and accruals.
- Help hire, train, and motivate Business Office staff to perform tasks accurately and in a timely manner.
- Work closely with the factories on incentives, rebates, or co-op programs to ensure prompt payment of any money due to the dealership.
- Assist in processing accounts receivable/payable and clearing schedules. Prepare daily cash report and reconcile cash daily. Reconcile vendor statement to our payable checks. Reconcile schedules monthly prior to month end. Ensures that a proactive accounts payable system is in place that maximizes positive cash flow from operations, takes advantage of all discount terms when appropriate, and only pays properly issued invoices.
- Monitor accounting entries made by Business Office staff to ensure accuracy. Interpret and analyze the financial statement continually. Prepare tax reports, tax deposits and tax returns in a timely, accurate manner. Maintain and post monthly standard entries.
- Maintain a working knowledge of the functions and responsibilities of each position in the Business Office and be able to perform those functions when needed. Have a working knowledge of the function and responsibilities of each position in the office and be able to perform those functions.
- Assist in maintaining an adequately staffed and stable department through motivation, training, informative meetings, updated job descriptions, and performance reviews. Work with office staff to ensure timely completion of assigned tasks.
- Work closely with upper management and other department managers to ensure their needs are met and lines of communication remain open.
- Maintain good working relationships with factory personnel and ensure fair dealings. Work closely with factory on any incentives, rebates or co-op programs to ensure prompt payment of any moneys due to the dealership.
- Sustain the dealership’s standard for ethical business practices, professional image, orderliness, customer service, and good employee and community relations. Ensures that an effective filing and security system is established and maintained for records.
- Be a leader in achieving customer satisfaction and employee satisfaction through all activities. Provides for the support of office functions including the distribution of mail, phone support, preparation of correspondence, and copier support.
- Assist in controlling departmental expenses. Control departmental expenses, run and review expense trend reports monthly.
- Be an active member of the Management Team.
- Undertake special projects as assigned by upper management. Assist in completion of annual review/audit or audits from other 3rd parties.
- Perform any other duties necessary to ensure the highest level of customer satisfaction, productivity, efficiency, safety, and cleanliness in the dealership.
Qualifications
- Accounting Degree preferred
- High School Diploma or equivalent required
- Good verbal and written communication skills
- Highly motivated, organized, reliable and detail-oriented
- Can-do attitude with ability to work independently within a team environment
- Previous Dealership experience desirable
Benefits
- Competitive pay at $52,000 - $70,000
- Health insurance- Company contributes a portion to cost
- Dental, Vision, Assurity insurance options available
- Paid Life Insurance
- 401(k) with company matching
- Paid Time-Off
- Family owned and operated
- Positive work environment