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Office Coordinator

2 months ago

Ithaca, New York, United States Maguire Automotive Group Full time
Job Overview

Position Summary:

The Office Coordinator will provide essential support in managing the necessary documentation required for vehicle sales transactions. This role involves verifying costs, handling various legal documents, and ensuring compliance with financial agreements and warranty contracts.

Key Responsibilities:

The Office Coordinator is tasked with meticulously reviewing all paperwork to identify discrepancies and liaising with clients to ensure their records are accurate and current. Specific duties include:

  • Preparing tax and title paperwork.
  • Submitting all required legal documents to the relevant authorities.
  • Creating stock records for both new and pre-owned vehicles.
  • Processing documentation from the finance department.
  • Recording vehicle sales and acquisitions in accordance with accounting practices.
  • Updating inventory control data.
  • Organizing files for trade-in vehicles.
  • Entering aftermarket details into the online system.
  • Maintaining up-to-date customer information.
  • Performing general clerical tasks such as typing, filing, and sorting correspondence as necessary.
  • Ensuring customer satisfaction metrics remain in the top tier.
  • Adhering to dealership policies and procedures as established by management.
  • Training other staff members in this role as directed.

Supervisory Role:

This position does not entail direct supervisory responsibilities.

Qualifications:

  • High School Diploma or equivalent.
  • Experience in title processing or general accounting is preferred.
  • Commitment to confidentiality and legal compliance.

Skills and Competencies:

  • Ability to effectively manage multiple tasks and priorities.
  • Strong organizational skills with a keen attention to detail.
  • Excellent verbal, written, and electronic communication abilities.
  • Capability to engage positively with clients and colleagues, demonstrating professionalism.
  • Analytical skills with the initiative to conduct independent research.

Tools and Software:

  • Software Proficiency: Microsoft Office Suite including Word, Outlook, Excel, and QuickBooks.

Physical and Mental Demands:

  • Ability to perform various physical activities including sitting, standing, walking, and using hands for tasks.
  • Requires mental focus and visual attention for data preparation and analysis.

Work Environment:

  • Office-based role with occasional requirements for weekend and evening hours.

Safety Considerations:

  • Potential Hazards: Risks of slips, trips, falls, and ergonomic injuries.
  • Safety Measures: Regular breaks for stretching and training on safe work practices are provided.

Disclaimer:

  • All requirements are subject to modification to accommodate individuals with disabilities.
  • This job description does not encompass all duties that may be assigned to the employee.
  • The organization reserves the right to amend job responsibilities at its discretion.
  • This document does not constitute an employment contract, implied or otherwise, beyond an at-will employment relationship.