Assistant Office Manager I (STBI)

JOB SUMMARY:

Responsible for assisting with and performing the Fixed and Variable business office functions, including sales processing, used car transfer, compliance with applicable laws and policies, accounting and cashiering, postings, and general clerical duties. Cashiering and clerical duties encompass cash handling, deposits, processing purchase orders, and providing office support.

KEY OUTCOMES:

· Review and package all incoming new and used car sales and trade-in documents to ensure compliance with all Federal, State, and Servco policies

· Prepare new car licensing applications to be accurately completed.

· Ensure that completed trade-in documents are accurate for processing.

· Provide coverage and support to the team by having a thorough understanding of their responsibilities.

· Assist, twice a month, to review, approve and submit payroll by the specified due date.

· Handle cash management such as petty cash, CIT, change funds and SPIFF’s.

· Manage Month-end closing schedules from Accounting specific to P/L, accruals, etc.

· Responsible for auditing the annual parts and vehicle inventory.

· Follow up on incomplete or outstanding deals: CIT, incomplete documents, uninstalled accessories

· Process and timely completion of IRS Form 8300 for cash transactions.

· Conducts the daily cash deposit and replenishes change and petty cash funds.

· Assist the operational managers with various duties assigned.

· Distributes incoming mail including courier drops and inter-office mail.

· Courteously answering and routing incoming calls to the appropriate department or team member.

· Timely completion of annual compliance training, Compligo, and all required Servco University training.

· Conduct thorough research and reconciliation of all scheduled and managed accounts, including adjustments and clean up tasks.

· Maintaining a clean, tidy, and organized environment, free of hazards, and ensuring proper storage and maintenance to promote safety and efficiency.

· Oversee and control office supplies and equipment expenses.

· Provide customer service by addressing customers inquiries, resolving issues and concerns, including follow-up on titles for financial institutions

· Provide support to Office Manager, as requested.

QUALIFICATIONS:

Education:

· High school graduate or equivalent

Work Experience:

· Minimum three years of business office work experience

Skills:

· Proficient in office software, including Microsoft Office suite

· Ability to type 45 wpm and ten-key by touch

· General knowledge of accounting concepts

· Strong verbal and written communication skills

· Strong interpersonal abilities and customer relations skills

Competencies:

· Flexibility and ability to adapt to change management

· Teamwork, problem solving, team building aptitude

· Ability to multi-task and handle high-pressure situations

· Detail-oriented with strong organizational skills and attention to deadlines

Licenses and Certifications:

· None