Fixed Operations Administrative Lead

Department: Shared Services

Reports to: Global Office Administrator

Salary: $60,000

• Must have dealership experience within service with closing Repair Orders and preferred experience with warranty administration 

Job Summary

The Fixed Operations Administrative Lead will oversee administrative support for parts, service and bodyshop across RMC.  This position will be responsible for maintaining a global team to ensure the needs of the business are met.

Core Responsibilities

Daily

Support Fixed Ops Admin team

Weekly

Review credit card reconciliation for all stores

Follow up with direct reports regarding Chase missing bank activity not recorded to the GL

Approve timecards and PTO in ADP

Review open RO report and ensure they are closed in a timely manner

Monthly

Hold one on one with direct reports

Review accounts & schedules, if needed – reach out to direct reports for questions and/or concerns

Month-End

Cash box audits

Review policy charges

Complete google sheet entries: cashier over/short, unposted transactions complete, credit card reconciliations

Quarterly

Attend and present at Fixed ops meetings

Meet with Global Office Administrator to review accounts and schedules

Annually

Conduct performance reviews for direct reports

Attend leadership training

Year-End

Review all accounts and schedules for fixed ops by end of January to ensure they are ready for audit

Review and discuss any 12^th month adjusting entries needed with Global Office Administrator by Jan 15^th.

Ensure account transaction descriptions and supporting documentation for direct reports are saved to the M drive for December GL

Other Responsibilities

Maintain the integrity of the FTC regulations within the fixed ops admin

Ensure the fixed admin staff complies with the employee handbook, company, & departmental policies

Creating standardized global processes to support cross training

Making sure the team has adequate tools and support to succeed

Holding the team accountable for daily, weekly, monthly, and annual deadlines

Keeping up to date with company announcements and factory recalls

Organizing and maintaining paperwork

Liaising with the business and administration

Job Requirements

• Must have dealership experience within service with closing Repair Orders and preferred experience with warranty administration 
• Strong analytical skills and a sense of urgency
• Previous automotive accounting experience preferred, but not necessary.
• Team player focused on efficiency and accuracy.
• Strong communication skills via email/phone
• Good organization skills with attention to detail
• Critical thinker and effective time manager
• Experience with Microsoft Office/Excel
• High School Diploma
• 2 years of administrative experience
• Preferred: Leading an administrative team

Universal Responsibilities

• Adhere to the Rochester Motor Cars mission, vision and values in all situations.
• Follow and utilize the Rochester Motor Cars philosophy of 1-2-3-4-5.

1. Customer Enthusiasm
2. Employee Satisfaction
3. Financial Performance
4. Market Effectiveness
5. Ongoing Improvement

• “Grow people, make friends and do good.”
• Exhibit personal excellence by setting high standard of performance. Consistently meet or exceed quality standards and requirements.

About Rochester Motor Cars

At Rochester Motor Cars our goal is to be an industry leader and provide unmatched quality automotive products and services. It is our mission to exceed our customers’ and employees’ expectations and maintain their loyalty for a lifetime.

Competitive compensations and benefits, including medical, dental, paid time-off, STD/LTD, 401k and life insurance are offered to full-time employees.

Additional duties may be assigned by the Global Office Administrator and job description subject to change at management’s discretion.