Dealership Sales & Operations Coordinator

$43,680 - $43,680/Yr

Unclassified - Tampa, FL

Full-time

Tampa, FL

About the position

The Office Manager supports the dealership's sales and operations by processing vehicle sales paperwork, processing incoming vehicle receiving, scheduling sales and rental deliveries, requesting and processing customer payments, preparing daily reports, assisting customers, managing resupply of office supplies, and performing other general office duties. The Office Manager is the primary employee responsible for the accuracy of vehicle inventory, documentation and tracking of all vehicle movement, and the adherence of all branch employees to established delivery and payment policies.

Responsibilities

• Answer incoming calls, greet customers and visitors, and ensure all customers have been helped.
• Process vehicle sales paperwork, and auditing to ensure all procedures and policies are followed by the sales staff.
• Enter, manage, update, then invoice vehicle sales orders in the ERP system.
• Assist with receiving incoming vehicle deliveries, including inspect for damages/issues and ensuring all such issues are documented in writing. Record serial numbers and process receipt of incoming vehicles in ERP system.
• Process rental deliveries and pickups within the ERP system, ensuring accuracy of serial numbers as well as adherence to procedure and policy by the delivery staff.
• Set routes and schedules for delivery staff, effectively managing priorities and deadlines for sales deliveries, rental deliveries and pickups, and service pickups and deliveries. Ensure all schedules and routes maximize efficiency and minimize unnecessary idle time and 'empty' trips.
• Communicate delivery schedules with customers and ensure all delivery paperwork is completed, and all delivery and payment policies are followed throughout the delivery process.
• Track and document all changes and movement of sales and rental vehicles within the ERP system in accordance with established procedures and policies.
• Maintain accurate records and keep up with filing paperwork on all sales and rentals transactions in accordance with company records retention policies.
• Request and process customer payments for Vehicles Sales, Parts, and Service. Assist with creation, updating, and invoicing of Parts and Service quotes and orders.
• Audit and update customer records in ERP system including contact information, tax status, proof of tax exemption, etc. Re-train other store staff to ensure compliance with company policies regarding customer data.
• Audit daily invoices from Parts, Service, and Sales Depts to ensure compliance with payment policies, tax policies, customer signature policies, and proper documentation.
• Make daily bank deposits by remote capture (mobile deposit) as well as in-person bank deposits.
• Accurately and meticulously document all cash payments received from customers AND turned in by internal staff.
• Manage and track petty cash, ensure receipts are obtained for all transactions. Prepare monthly report of petty cash expenses.
• Prepare and distribute daily branch sales report.
• Conducts vehicle inventory audits for floorplan lenders as well as for internal purposes.
• Maintain inventory of office supplies and re-order to ensure adequate supply.

Requirements

• High school diploma or equivalent certificate
• Minimum 2 years work experience in an office environment
• Previous work experience in the powersports/commercial/industrial equipment industry is a plus
• Meticulous attention to detail
• Excellent interpersonal skills to communicate and work effectively within a team
• Excellent customer service skills
• Excellent professional communication skills, both written and verbal
• Excellent time management and personal organization skills
• Excellent computer skills including Microsoft Outlook and Excel
• Clean driver's license, clean criminal record and background check. We are also a drug-free workplace.

Nice-to-haves

• Customer service: 1 year (Preferred)

Benefits

• 401(k) matching
• Employee assistance program
• Health savings account
• Paid training
• Referral program
• Performance bonus