Office Manager

GRUBBS Family of Dealerships; Houston (TX); On-site; USD 55,000 - 80,000; Full time

Benefits offered by this job

Weekly Pay

Paid Time Off

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

401(k) with employer match

Pet Insurance

Employee vehicle purchase and service

Job summary

Grubbs Automotive is seeking an Office Manager to oversee all administrative and accounting operations within the dealership’s business office. This role ensures accurate financial transactions, efficient daily office operations, and compliance with dealership policies and regulatory requirements.

The Office Manager will work closely with the Controller and management to maintain smooth deal flow, timely reporting, and a positive, professional work environment.

Qualifications

• Associate or bachelor’s degree in accounting or business administration preferred.
• 3+ years of office management, accounting, or administrative leadership in automotive dealership.
• Experience with deal processing, financial reconciliations, and DMV/title procedures.

Responsibilities

• Oversee daily administrative operations of the dealership’s business office.
• Coordinate with management to maximize efficiency and compliant records.
• Supervise accounts payable, accounts receivable, payroll, and financial reporting.
• Hire, train, and evaluate administrative and accounting staff.
• Develop and implement office and financial procedures for accuracy and consistency.
• Prepare and distribute financial and operational reports for management.
• Monitor financial data to identify cost-saving opportunities.
• Ensure compliance with federal, state, and local regulations and OEM requirements.
• Assist with customer concerns related to billing, financing, and documentation.
• Oversee front-desk and administrative staff scheduling and performance.
• Maintain accurate recordkeeping for personnel, transactions, and financial documents.
• Support internal and external audits and assist with month-end closing.

Skills

Leadership

Communication

Organizational skills

Attention to detail

Confidentiality

Problem solving

Education

Accounting/Business degree preferred

Tools

Microsoft Office Suite

Tekion or similar DMS

Job description

About Us

Grubbs Automotive is a family-first, relationship-driven dealership dedicated to our employees, customers, and community. We offer a supportive team environment with ongoing training, skills development, and career growth opportunities — so you can build a rewarding career in automotive service and sales while making a real impact every day.

Why Join Grubbs

• Weekly Pay
• Paid Time Off (PTO)
• Medical, Dental, Vision Insurance
• Ancillary benefits, including life insurance, disability coverage
• 401(k) with employer match
• Pet Insurance
• Employee vehicle purchase and service discounts

The Office Manager is responsible for overseeing all administrative and accounting operations within the dealership’s business office. This role ensures the accuracy of financial transactions, the efficiency of daily office operations, and compliance with dealership policies and regulatory requirements. The Office Manager works closely with the Controller and management team to maintain smooth deal flow, timely reporting, and a positive, professional work environment.

Key Responsibilities

• Oversee and manage the daily administrative operations of the dealership’s business office, ensuring smooth and efficient workflow.
• Coordinate with dealership management and department heads to maximize operational efficiency, improve deal flow, and maintain accurate and compliant records.
• Supervise and support all accounting functions, including accounts payable, accounts receivable, payroll, and financial reporting.
• Hire, train, and evaluate administrative and accounting staff, fostering a positive, collaborative, and professional work environment.
• Develop, document, and implement office and financial procedures to ensure accuracy, consistency, and compliance with dealership policies.
• Prepare and distribute financial and operational reports for management review.
• Monitor and analyze financial data to identify opportunities for process improvement, cost control, and efficiency gains.
• Ensure full compliance with federal, state, and local regulations, as well as dealership accounting and manufacturer (OEM) requirements.
• Assist with customer concerns related to billing, financing, and documentation when needed.
• Oversee front-desk and administrative staff scheduling and performance, ensuring exceptional internal and external customer service.
• Maintain accurate recordkeeping for personnel, transactions, and financial documentation.
• Support internal and external audits and assist with month-end closing processes as directed by the Controller or Assistant Controller.

Qualifications

• Education: Associate or bachelor’s degree in accounting, Business Administration, or related field preferred.
• Experience:
• 3+ years of experience in office management, accounting, or administrative leadership within an automotive dealership environment required.
• Familiarity with deal processing, financial reconciliations, and DMV/title procedures preferred.
• Skills:
• Strong leadership, communication, and organizational skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Experience with dealership management systems (Tekion or similar).
• High attention to detail, confidentiality, and problem-solving ability.
• Ability to manage multiple priorities in a fast-paced environment.

Grubbs maintains a strong policy of Equal Employment Opportunity for all associates. We hire, train, promote, and compensate associates based on personal and professional competence and potential for advancement without regard for race, color, religion, sex, national origin, age, marital status, disability, or citizenship, as well as other classifications protected by applicable federal, state, or local laws.