We are seeking an experienced, organized, and dependable Office Manager & Accounts Payable Specialist to oversee the daily administrative and accounting operations of our Ford dealership in West Union, SC.
This is a key position within the dealership office and requires someone who can effectively manage multiple responsibilities, maintain accurate financial records, coordinate office activities, and ensure that important administrative tasks are completed accurately and on time.
The Office Manager & Accounts Payable Specialist will be responsible for accounts payable, office administration, vendor relationships, title and registration processing, record keeping, and supporting the dealership's overall accounting and administrative functions.
The ideal candidate is detail-oriented, professional, organized, and able to work independently while maintaining strong communication with dealership management and all departments.
Essential Responsibilities
- Oversee the day-to-day operations of the dealership office.
- Maintain an organized, professional, and efficient office environment.
- Coordinate administrative processes and ensure office procedures are followed consistently.
- Serve as a key administrative resource for dealership management and department managers.
- Maintain accurate and organized electronic and paper records.
- Assist with dealership correspondence, reports, filing, and general administrative responsibilities.
- Monitor office supplies and coordinate ordering as needed.
- Assist management with special projects and administrative assignments.
- Maintain confidentiality of dealership, employee, customer, and financial information.
- Help ensure that deadlines and required administrative tasks are met.
- Coordinate communication between the office, accounting, sales, service, parts, and management teams.
Accounts Payable
- Process dealership vendor invoices accurately and in a timely manner.
- Review invoices for proper authorization, documentation, and account coding.
- Match invoices with purchase orders, receipts, and supporting documentation when applicable.
- Enter invoices and payments into the dealership accounting system.
- Prepare and process vendor payments according to established schedules.
- Reconcile vendor statements and research discrepancies.
- Maintain accurate vendor files and accounts payable records.
- Communicate with vendors regarding invoices, statements, payments, and account questions.
- Monitor outstanding invoices and follow up on missing or incomplete documentation.
- Assist with monthly reconciliations and month-end closing procedures.
- Maintain accurate records of expenses and payments.
- Assist the Controller or dealership management with accounting-related projects and reporting.
Tag, Title & Registration
- Oversee the dealership's day-to-day title and registration processes.
- Process vehicle titles, registrations, tags, and related paperwork accurately and promptly.
- Verify VINs, customer information, odometer information, lienholder information, taxes, fees, and other required documentation.
- Prepare and submit required documentation to the appropriate South Carolina agencies.
- Process temporary and permanent tags in accordance with applicable requirements.
- Track titles and registrations from the time of vehicle sale through completion.
- Follow up on outstanding, rejected, or delayed title work.
- Maintain organized title, registration, and vehicle transaction records.
- Assist with resolving title issues, missing paperwork, lien releases, duplicate titles, and other documentation issues.
- Communicate with customers, lenders, vendors, and state agencies as needed.
- Stay current with applicable South Carolina title and registration requirements.
Dealership Accounting & Support
- Assist with daily accounting and administrative functions as directed by management.
- Assist with reconciliations, deposits, and other accounting office responsibilities.
- Help prepare reports and documentation for management.
- Support month-end and year-end accounting processes.
- Maintain accurate records and ensure transactions are properly documented.
- Work closely with the Controller, General Manager, and dealership leadership.
- Provide backup support for other office functions as needed.
- Assist in identifying and resolving discrepancies or administrative issues.
Qualifications
- Previous experience in office management, accounts payable, dealership accounting, automotive administration, or a similar role preferred.
- Automotive dealership experience is strongly preferred.
- Experience with vehicle titles and registrations is a plus.
- Strong understanding of basic accounting and accounts payable procedures.
- Excellent organizational and time-management skills.
- Strong attention to detail and accuracy.
- Ability to prioritize and manage multiple responsibilities.
- Strong written and verbal communication skills.
- Professional and courteous manner.
- Ability to work independently and take ownership of responsibilities.
- Proficient with Microsoft Office, particularly Excel.
- Ability to learn and effectively use dealership accounting and administrative systems.
- Ability to maintain confidentiality when handling financial, employee, and customer information.
Preferred Dealership Experience
Experience with Reynolds & Reynolds, CDK, Dealertrack, dealership accounting systems, SCDMV processes, or automotive title and registration procedures is preferred.
Key Characteristics
The successful candidate will be:
- Highly organized
- Detail-oriented
- Dependable
- Professional
- Accountable
- Good with numbers
- A strong communicator
- Able to work independently
- Comfortable managing multiple priorities
- Willing to take ownership and solve problems
Because this position is responsible for both financial and administrative functions, accuracy and follow-through are extremely important. The Office Manager & Accounts Payable Specialist should be someone management can rely on to keep the office organized, invoices and payments moving, records accurate, and administrative responsibilities completed on schedule.
Work Environment
This position works primarily in a professional dealership office environment and interacts regularly with dealership management, employees, customers, vendors, lenders, and government agencies.
The position requires the ability to handle confidential information professionally and maintain a high level of accuracy while working in a fast-paced environment.
Compensation & Benefits
Compensation: Competitive and commensurate with experience.
Benefits may include:
- Health, dental, and vision insurance
- 401(k)
- Paid time off
- Paid holidays
- Employee vehicle purchase and service benefits
- Additional dealership benefits
Benefits and eligibility are subject to dealership policy.
We are an Equal Opportunity Employer.
Pay: $70,000.00 - $100,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Vision insurance
Work Location: In person
