Assistant Office Manager

Socket.dev; New York (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

Socket.dev in New York is seeking an Assistant Office Manager to support the Office Manager and help ensure dealership operations run efficiently and accurately.

The role covers financial and administrative tasks, daily deposits, record-keeping, and backup coverage. Strong organizational skills and experience with dealership documents and basic accounting are highly valued.

Qualifications

• High School Diploma or GED; Accounting degree preferred.
• One-year related experience required.
• Automotive sales and customer service experience required.

Responsibilities

• Assist Office Manager with financial and administrative tasks as assigned.
• Improve efficiency and reduce spending.
• Record and submit all credit card usage per current process.
• Maintain clean and correct schedules for all franchises in the dealership.
• Create and bank daily deposits for transactions within the dealership.
• Post PID invoices accurately and timely.
• Post factory parts billing for fast month-end reconciliation.
• Report outstanding funding on bank contracts from car deals.
• Maintain control of regular checking and clearing accounts.
• Complete and post month-end statistical data by franchise.
• Maintain working knowledge of dealership computer programs.
• Act as back up to Office Manager when needed.
• Follow red flag confidentiality requirements.
• Adhere to OSHA requirements and safety standards.
• Maintain CSI in top 10% of group.
• Support dealership policies and procedures as set forth by management.

Skills

Organized

Detail-oriented

Communication

Time management

Dealership docs

Financial knowledge

Problem solving

Interpersonal skills

Education

High School Diploma or GED

Accounting degree preferred

Tools

Microsoft Office

QuickBooks

ADP

CDK

Job description

Job Summary:

The Assistant Office Manager assists the Office Manager ensuring that the Dealership operates efficiently.

Essential Job Duties and Responsibilities:

(Additional duties as assigned)

• Assists Office Manager with any financial and administrative tasks as assigned.
• Makes improvements to increase efficiency and reduce spending.
• Record and submit all credit card usage of company card as per current process.
• Maintain clean and correct schedules for all franchises in the dealership.
• Create and bank daily deposits for transactions within the dealership.
• Correct and post all PID invoices in an accurate and timely manner.
• Maintain continual posting of the factory parts billing to insure fast and accurate reconciliation of the statement at month end and payment of same.
• Report outstanding funding on bank contracts from car deals in an accurate and timely manner.
• Maintain control and accuracy of regular checking account, and miscellaneous clearing accounts used by the dealership.
• Complete and post statistical data for month end financial statements by franchise.
• Maintain a working knowledge of all dealership computer programs.
• Act as back up to Office Manager and any of the areas overseen by the Office Manager for absence and/or vacation coverage.
• Be aware of red Flag rules and confidentiality requirement and follow same.
• Be aware of OSHA requirements, SDS location and information, as well as any safety requirements of the dealership.
• Maintain CSI in top 10% of group.
• Responsible to support and endorse dealership policies and procedures as set forth by dealership management and manufacturer standards.

Supervisory Responsibilities:

The Assistant Office Manager does not have any supervisory duties.

Required Experience and Education:

• High School Diploma or General Educational Diploma (GED); Accounting degree preferred.
• One-year related experience required.
• Automotive sales and customer service experience required.

Additional Requirements:

• Valid New York State Driver’s License.

Required Skills and Attributes:

• Must be organized and detailed oriented.
• Communication and interpersonal skills.
• Time-management and organizational abilities.
• Working knowledge of Dealership documents.
• Financial and accounting knowledge.
• Problem-solving and critical thinking abilities.

Equipment, Machines and Software Used:

• Computer software:Microsoft Office to include Word, Outlook, Excel, PowerPoint, QuickBooks, ADP, and CDK.

Physical and Mental Requirements:

• Ability to sit, stand, walk, talk, hear, use hands, grasp, handle or feel, push, pull, reach, crouch, bend, kneel, climb, and perform repetitive motions of the hands and/or wrists.
• Mental and visual attention required to perform work dealing primarily with preparing and analyzing data and figures, using a computer terminal, and reading.

Physical Exertion:

• Exerts up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently to lift, carry, push, pull, or otherwise move objects.
• Light exertion can involve sitting, walking and/or standing most of the time.

Environmental Conditions:

• Work is performed in an office setting.
• Occasional weekend and evening hours are required.

Hazards and Safety Precautions:

• Hazards: Slips, trips and falls, ergonomic injuries, and occasional lifting.
• Safety Precautions:Breaks are encouraged to allow for stretching and training is provided covering slips, trips, and falls, safe lifting and stretching techniques.