BTE Body Office Manager - Irving, TX

Under the direction of the General Manager and the Chief Financial Officer, the Office Manager is responsible for one or more location’s Accounting and Human Resource activities.

As a member of the local leadership team and / or a leader of people, this position must lead by example, develop an engaged team that is committed to providing the highest level of customer service and promoting our organization as the dealership and employer of choice.

Primary responsibilities include, but are not limited to, the day-to-day responsibility for leading, planning, implementing, managing and controlling all department related activities of the designated locations.

This will include direct responsibility for hiring, developing, engaging and managing all department team members, department planning, risk management, contracted services and relationships with third-party vendors.

This position requires the exercise of discretion and independent judgement with matters of significance.

ESSENTIAL POSITION FUNCTIONS AND PRINCIPAL ACCOUNTABILITIES

One or more of the below functions and / or tasks may be delegated to another member of the department depending on the volume of transactions, needs of the business, and / or the size of the team.

Accounting General Ledger

Review and reconcile all accounting schedules, including, but not limited to, cash, credit card, accounts receivable, Vehicle Receivable, Contracts-in-Transit, sublet, etc.

Responsible for the general ledger accounts assigned to respective dealership to ensure transactions are properly accounted for.

Review Parts / Service Journal Detail Reports to ensure transactions are properly recorded.

Prepare, review and post general journal (JV) entries as needed.

Responsible for completing the Accounting Month-End Checklist prior to posting cutoff.

Accounting - Accounts Payable

Ensure accounts payable invoices are properly posted and paid in an accurate and timely manner.

Verify monthly vendor statements are reconciled.

Maintain proper and complete documentation for all vendors (I.e. : Form W-9, Certificate of Insurance, etc.).

Maintain accounting for all On-Demand Checks (ODC) prepared by location.

Ensure accounts payable records are maintained according to Company standards.

Accounting Accounts Receivable

Create and post all cash receipts vouchers (CRV) in an accurate and timely manner.

Responsible for properly securing the receipt of cash, checks and credit cards and ensuring such items are deposited in a timely manner.

Communicate with customers regarding Company accounts receivable policies and procedures, including Corporate Billing and MVPreferred.

Ensure accounts receivable / sales records are maintained according to Company standards.

Accounting Taxes

Maintain ledger of transactions subject to state and local use and sales taxes.

Maintain proper and complete documentation for all customers (I.e. : tax exemption certificates, resale certificates, sales tax permit, etc.).

Responsible for preparing and filing vehicle inventory tax (VIT) returns. (Texas only)

Accounting F&I Truck Sales

Coordinate the Monthly Truck Inventory procedures and provide reconciliation to Corporate Accounting.

Ensure truck inventory is updated (I.e. : sold names and delivery dates) each Friday.

Responsible for the preparation and review of delivery paperwork and registration / titling processes, including the verification of FRET and sales tax calculations.

Ensure new trucks are warranty registered (I.e. : RDN) and other new / used truck warranties are properly processed and recorded.

Human Resources

Manage and track the pre-employment & hiring process and the termination process to ensure new and departing employees experience a positive and engaging onboarding and offboarding experience.

Coordinate with local managers to ensure employee timesheets accurately reflect time worked and / or taken off is recorded according to company policy.

Provide guidance and support to employees and managers regarding Family Medical Leave (FMLA), Workers Compensation (WC), Paid Time Off, and other HR Policies, Procedures and Benefits.

Observe all safety policies and procedures and provide managers with support in the oversight and management of safety matters such as safety training and the reporting of workplace incidents and / or accidents.

Help plan and support employee engagement and education activities such as, but not limited to, birthday, retirement, and service award luncheons;

open enrollment and retirement education meetings; employee achievement and / or recognition celebrations; and other employee engagement events.

Reporting

Monthly reports of accounting schedules to the corporate office.

Weekly reports on outstanding accounts receivable to the general manager.

Periodic reports of workplace accidents and / or incidents in KPA

Annual report for OSHA

Risk Management

Maintain an appropriate internal control environment.

Follow established procedures to minimize risk of loss.

Work with internal and external auditors.

Leadership Development

Inspire trust by being a credible leader that follows our Core Values.

Create vision by clearly defining where your team is going and how they are going to get there.

Coach and mentor by investing in each person on your team to improve performance, solve problems and grow their careers.

Foster a positive work environment by establishing shared ownership for results, developing members to their fullest potential and making work interesting and enjoyable.

Recognize and reward by acknowledging the efforts and accomplishments of team members, ensuring they feel valued and know how their contributions are making a difference to customers, the community and the organization.

POSITION REQUIREMENTS

Education & Experience

B.S degree in Accounting, Business or Finance preferred or equivalent experience or equivalent combination of education and experience.

Minimum two to three years previous experience in similar accounting position. Previous experience with computers for automated accounting systems.

Strong mathematical skills and an understanding of basic principles of human resources, finance, accounting, and bookkeeping.

Attention to detail, time management and the ability to maintain confidentiality.

Ability to communicate effectively with internal and external customers at all levels of the organization.

Intermediate computer skills (Microsoft Outlook, Word, Excel, and email)

Competencies

Functional / Technical Skills : has the functional and technical knowledge and skills to do the job at a high level of accomplishment.

Planning : Accurately scopes out length and difficulty of tasks and projects; sets objectives and goals; breaks down work into the process steps;

develops schedules and task / people assignments; anticipates and adjusts for problems and roadblocks; measures performance against goals; evaluates results.

Action Oriented : Enjoys working hard; is action oriented and full of energy for things he / she sees as challenging; not fearful of acting without a minimum of planning;

seizes more opportunities than others.

Interpersonal Savvy : Relates well to all kinds of people, up, down and sideways, inside and outside the organization; builds appropriate rapport;

builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high tensions comfortably.

Learning on the fly : Learns quickly when facing new problems; a relentless and versatile learner; open to change; analyzes both successes and failures for cluses to improvement;

experiments and will try anything to find solutions; enjoys the challenge of unfamiliar tasks; quickly grasps the essence and underlying structure of anything.

Travel

This position requires occasional travel biannually to our corporate office, possibly limited other travel

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