Business Office Administrator

Ontario Trillium Foundation; Victorville (CA); On-site; USD 42,000 - 66,000; Full time

Job summary

High Desert Ford is seeking an experienced Business Office Administrator to support our dealership accounting operations in Victorville, CA. This role reports to the Controller and collaborates with Sales, Finance, Service, Parts, and Accounting teams.

Automotive dealership Business Office experience is required, including deal processing and accounting procedures. Proficiency in Excel and dealership management systems is essential for success.

Qualifications

• Previous automotive dealership Business Office or dealership accounting experience.
• Working knowledge of vehicle deal processing and dealership accounting procedures.
• Experience with contracts in transit, inventory schedules, trade payoffs, accounts payable, accounts receivable, or general ledger reconciliation.
• Experience using Dealertrack, Tekion, CDK, Reynolds & Reynolds, or a comparable dealership management system.
• Proficiency with Microsoft Excel, including formulas, sorting, filtering, and reconciliation worksheets.
• Strong attention to detail, organization, communication, and follow-through.
• Ability to meet strict deadlines while maintaining accuracy and confidentiality.
• High school diploma or equivalent.

Responsibilities

• Process and review new, used, wholesale, and dealer-trade vehicle transactions.
• Review deal jackets for required documentation, signatures, approvals, and accounting accuracy.
• Assist with vehicle deal posting, contracts in transit, lender funding, trade payoffs, rebates, and chargebacks.
• Maintain and reconcile assigned accounting schedules and general ledger accounts.
• Support accounts payable, accounts receivable, cash receipts, deposits, and invoice processing.
• Monitor outstanding balances and follow up on missing or incomplete documentation.
• Assist with vehicle inventory, floorplan, DMV, title, and registration documentation.
• Support month-end closing by preparing reconciliations and supporting schedules.
• Research accounting discrepancies and follow issues through resolution.
• Maintain organized, accurate, confidential, and audit-ready records.
• Perform additional Business Office duties and special projects as assigned by the Controller.

Skills

Automotive dealership experience

Deal processing knowledge

Contracts in transit / GL reconciliati

Attention to detail & organization

Deadline-driven & confidential

General ledger reconciliation

Education

High school diploma or equivalent

Tools

Dealertrack

Tekion

CDK

Reynolds & Reynolds

Excel

Job description

High Desert Ford is seeking an experienced Business Office Administrator to support our dealership accounting operations. This position reports directly to theControllerand works closely with the Sales, Finance, Service, Parts, and Accounting teams.

Automotive dealership Business Office experience is required.

Responsibilities

• Process and review new, used, wholesale, and dealer-trade vehicle transactions.

• Review deal jackets for required documentation, signatures, approvals, and accounting accuracy.

• Assist with vehicle deal posting, contracts in transit, lender funding, trade payoffs, rebates, and chargebacks.

• Maintain and reconcile assigned accounting schedules and general ledger accounts.

• Support accounts payable, accounts receivable, cash receipts, deposits, and invoice processing.

• Monitor outstanding balances and follow up on missing or incomplete documentation.

• Assist with vehicle inventory, floorplan, DMV, title, and registration documentation.

• Support month-end closing by preparing reconciliations and supporting schedules.

• Research accounting discrepancies and follow issues through resolution.

• Maintain organized, accurate, confidential, and audit-ready records.

• Perform additional Business Office duties and special projects as assigned by the Controller.

Required Qualifications

• Previous automotive dealership Business Office or dealership accounting experience.

• Working knowledge of vehicle deal processing and dealership accounting procedures.

• Experience with contracts in transit, inventory schedules, trade payoffs, accounts payable, accounts receivable, or general ledger reconciliation.

• Experience using Dealertrack, Tekion, CDK, Reynolds & Reynolds, or a comparable dealership management system.

• Proficiency with Microsoft Excel, including formulas, sorting, filtering, and reconciliation worksheets.

• Strong attention to detail, organization, communication, and follow-through.

• Ability to meet strict deadlines while maintaining accuracy and confidentiality.

• High school diploma or equivalent.