Vehicle Contracts Administrator

2 months ago


Rowland Heights, California, United States Chevrolet of Puente Hills Full time

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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