Job Details

Office Manager

The Office Manager is responsible for managing the administrative functions of the dealership to ensure customer satisfaction and retention, a motivated and skilled workforce, open and effective communication, and attainment of organizational goals. They are a key component in the daily processes of the company.

Duties and responsibilities:

• Respond to customer inquiries courteously, taking appropriate and immediate action to satisfy the customer on the first inquiry
• Delegate administrative functions fairly and maintain the functions when needed
• Seek opportunities for additional sales
• Audit and oversee that books are closed accurately at end of month
• Review end of month data and distribute delinquent list for collection
• Collaborate with Accounting team to ensure accuracy of the dealership's financial reports: accurately process payroll, identify trends, and recommend appropriate action
• Manage Customer Service Representatives' credit and collections function to include new customer orders and delinquent accounts, and any delinquent customer escalations
• Manage customer information system to ensure completion and accuracy of information processing
• Assist in creating standard operating procedures for the department
• Maintain security of all customer information and property in compliance with Company policy
• Fluent in existing CRM (Customer Relationship Management) system and other relative platforms, by using frequently and understanding them at a management level

Benefits:

• Paid time off
• Holiday pay
• Health benefits
• Company paid life insurance & long-term disability
• 401k plan with company match
• Company discounts
• Company events
• Learning and development opportunities

Supervisory responsibilities:

• Directly supervises office employees within the Office department(s).
• Indirectly supervises all employees within the Route, Installation, and Service departments.
• Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
• Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems; reviewing and approving timecards/PTO & UTO
• Maintain open and positive communication with company-wide staff and management to achieve organizational goals
• Collaborate with dealership staff and management develop realistic performance objectives tied to the dealership's goals. With the General Manager, host and facilitate regular meetings with management to monitor progress and set tactical plan to attain the goals
• Engage and encourage constructive criticism from team members
• Maintain appropriate office staffing level among Customer Service Representatives, workload distribution, and the training and skills necessary to best serve the customer and meet business needs

Qualifications:

Bachelor's Degree (BA) from four-year college or university, or one to two years of related experience and/or training, or equivalent combination of education and experience.

Computer skills required: (Contract Management Systems; Development Software; Human Resource Systems; Microsoft Office; Payment Systems; CRM; etc)

Other skills required:

Prior Office Managerial experience or 3 years of related field experience

Competencies:

Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.

Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.

Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Written & Oral Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings

Physical demands and work environment:

Occasionally required to stand, walk, sit, utilize hand and finger dexterity, and talk or hear.

While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.

The employee must occasionally lift and/or move up to or more than 50 lbs pounds.

Specific vision abilities required by this job include: Close vision; Distance vision; Depth perception and ability to adjust focus.

Additional remarks regarding work environment: Able to work in close proximity to others.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.