The Business Office Manager oversees the daily operations in the department to ensure strong dealership adherence to procedures and company policies. This role leads the Business Office team, manages workflow and fluidity in business practices throughout all departments, monitors productivity and quality of work within the business unit, while maintaining compliance with our outside stakeholders in all transactions.
Key Responsibilities:DMV, Licensing & Regulatory Compliance- Maintain all required dealership and occupational licenses and permits, including:
- Dealer License
- Occupational Licenses
- BPA Permits
- Seller's Permit
- Dealer Plates
- Salesperson's Licenses
- Ensure all licenses, permits, registrations, and dealer plates remain current and up to date.
- Maintain a clean and organized DMV file containing all required DMV records and documentation.
- Maintain and submit monthly BPA reports.
- Review DMV scenarios and provide guidance to the Sales and Finance departments to ensure transactions are processed accurately and in compliance with applicable requirements.
- Answer questions related to DMV compliance, contracts, office procedures, and administrative processes.
Accounting & Financial Operations:- Prepare a detailed monthly Service Department Excel spreadsheet for end-of-month Work in Process (WIP) reporting.
- Calculate monthly parts and technician bonuses and Service Advisor commissions as part of the WIP process.
- Demonstrate working knowledge of dealership financial statements, including Sales and Finance department gross profit, and support accurate end-of-month closing and reporting.
- Support all month-end close activities and ensure departmental deadlines are met.
- Send monthly month-end deadlines and requirements to all department managers and office staff.
- Review accounting schedules after office staff completes and submits required reports.
- Reconcile the manufacture parts statements monthly.
- Review accounting schedules.
- Verify bank accounts and available funds prior to releasing payments or funds.
- Serve as an authorized check signer, responsible for reviewing supporting documentation and signing company checks for approved business expenses.
- Assist management with financial reporting, reconciliations, and other accounting-related responsibilities as needed.
Dealership Operations & Deal Support:- Manage phone calls and communications with banks and clients when deals require clarification, additional documentation, or resolution of funding delays.
- Work closely with Sales and Finance departments to resolve missing documents, funding issues, DMV questions, and other transaction-related matters.
- Review deal-related DMV scenarios with Sales and Finance personnel.
- Help ensure deals are properly documented and processed in accordance with dealership policies and regulatory requirements.
- Communicate effectively with internal departments, financial institutions, customers, vendors, and management.
Payroll & Staff Management:- Review and approve office staff timecards for payroll, ensuring accuracy and proper documentation.
- Conduct weekly one-on-one meetings with Business Office staff to review workload, performance, priorities, and operational issues.
- Provide guidance and support to office staff regarding procedures, accounting, DMV compliance, contracts, and administrative processes.
- Answer questions and resolve issues related to business office procedures and day-to-day operations.
- Help establish accountability and maintain consistent office procedures and standards.
Administrative & Office Management:- Oversee daily Business Office operations and ensure administrative processes are completed accurately and on schedule.
- Maintain organized and accurate customer, vehicle, transaction, financial, and regulatory records.
- Ensure confidential customer, employee, and company information is handled appropriately.
- Monitor office workflow and identify opportunities to improve efficiency and accuracy.
- Coordinate with department managers to ensure required reports and documentation are submitted timely.
- Support management with special projects, reporting, audits, and other administrative responsibilities as needed.
- Previous dealership experience required
Qualifications:- 3-5 Years of Management Experience
- DMV Experience Highly Desired
- Reynolds Experience Preferred
- Microsoft Excel Experience: Advanced
Job Type: Full-Time:Pay Range- $40.00 to $45.00 per hour, depending on experience
Benefits:401(k) employer matching contributions after 1 year of service
Health insurance
Vision insurance
Life insurance
Paid time off
Flexible spending accounts
Professional development assistance
Paid holidays
Employee discounts
Schedule:Monday through Friday, 8:00 AM - 5:00 PM
Work Location: In person
