Vehicle Contracts Administrator
2 months ago
Position Overview:
This role involves managing and processing all documentation related to the sale and leasing of vehicles. Key responsibilities include handling contracts, financing arrangements, trade-ins, receivables, and after-market products.
Key Responsibilities:
- Input all transactions into the accounting system.
- Compile and submit deal packages to financial institutions.
- Process payoffs for trade-ins when necessary.
- Manage flooring payoffs.
- Record and acknowledge electronic fund transfers (EFTs).
- Organize and maintain deal files.
- Ensure accuracy in gross profit and accounting records.
- Verify due bills and additional charges for correctness.
- Prepare checks for vehicle trades.
- Issue checks for insurance binders.
Commission Calculations:
Responsible for calculating commissions for various sales personnel, including Finance & Insurance Managers, Assistant Sales Managers, and Sales Consultants for payroll purposes.
Compliance and Reconciliation:
Complete IRS 8300 Form worksheets for each transaction and reconcile assigned schedules on a weekly and monthly basis, including:
- Bank reserve statements.
- Insurance and vehicle receivables.
- Due bills.
- DMV license accounts.
- Used vehicle inventory.
- Wholesale receivables.
Additional Duties:
Post manual general journal entries as needed and manage DMV-related tasks, including:
- Transferring used vehicle sales reports and supporting documents.
- Registering and plating new vehicle sales.
- Logging sales numbers for both new and used vehicles.
- Processing bundles returned from DMV and managing customer communications regarding fees.
Inventory Management:
Maintain used vehicle and remarketed inventory by:
- Entering internal data on vehicle jackets and updating totals.
- Stocking in purchases and assigning stock numbers for inventory jackets.
Wholesale Vehicle Management:
Document sales in the used vehicle log and prepare wholesale reports, including:
- Preparing titles and payments for wholesalers.
- Following up on titles when not received post-payoff.
- Addressing any missing documentation as necessary.
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