Job Description

Job Description

Job Description

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Administrative Manager

Exempt
Job Summary:
The Administrative Manager is responsible for overseeing the dealership’s administrative functions, ensuring efficient office operations, smooth communication across departments, and compliance with dealership policies and legal requirements. This role involves managing office staff, optimizing administrative processes, and supporting the management team with key operational tasks. The Administrative Manager plays a critical role in the overall success of the dealership by streamlining operations and fostering a positive work environment.

Essential Functions:

• Oversee daily administrative operations, ensuring smooth and efficient office functions.
• Supervise and manage a team of administrative staff, including administrative assistants, clerks, and office coordinators.
• Develop and implement office policies, procedures, and systems to improve workflow and productivity.
• Manage office supplies, equipment, and inventory, ensuring necessary resources are available for all departments.
• Hire, train, and evaluate administrative personnel to ensure that they meet performance standards and contribute to the dealership’s success.
• Provide ongoing training and development opportunities for office staff.
• Conduct regular performance reviews, offering guidance, feedback, and recommendations for improvement.
• Ensure staff members are aligned with the dealership’s goals and values.
• Manage customer service inquiries, ensuring that any issues or concerns are addressed promptly and professionally.
• Maintain effective communication between the sales, service, and finance departments to ensure seamless operations and customer satisfaction.
• Assist in resolving customer complaints, working with other departments as needed to find solutions.
• Oversee invoicing, billing, and payment processes for customers and vendors.
• Work closely with the accounting department to ensure financial records are accurate and up-to-date.
• Help manage dealership budgets, track expenses, and report financial activities to senior management.
• Ensure that all financial transactions are documented properly and in compliance with dealership policies and regulations.
• Maintain accurate records for vehicle inventory, sales transactions, and service documentation.
• Coordinate the management of paperwork related to vehicle purchases, trade-ins, sales contracts, leases, and service agreements.
• Ensure all regulatory and legal documents are filed and organized in compliance with local, state, and federal regulations.
• Assist in preparing reports on vehicle sales, inventory status, and financial data for senior management.
• Ensure that all dealership operations comply with local, state, and federal laws, including those governing sales, customer transactions, and financial reporting.
• Assist with audits and inspections to maintain compliance with industry regulations and dealership policies.
• Stay updated on changes in legal or regulatory requirements and implement necessary changes to dealership practices.
• Oversee the dealership’s administrative software and systems (such as DMS, CRM), ensuring they are used effectively and efficiently across departments.
• Train staff on how to use dealership management systems and other software tools.
• Troubleshoot any system-related issues and work with IT vendors or teams to resolve them.
• Lead and coordinate various dealership projects, ensuring they are completed on time and within budget.
• Identify areas of improvement within administrative processes and implement strategies to enhance efficiency, reduce errors, and improve service delivery.
• Monitor key performance indicators (KPIs) related to administrative operations and make adjustments as necessary to achieve performance targets.
• Prepare regular reports for the General Manager or senior leadership team on administrative operations, financial activities, inventory status, and customer service.
• Analyze operational data to identify trends, issues, and opportunities for improvement.
• Provide recommendations for process enhancements and help implement changes to improve dealership efficiency and performance.
• Maintain satisfactory attendance
• Performs other related duties as assigned.

Supervisory Responsibilities:

• Recruit, hire, and train department staff.
• Oversee the daily workflow of the department.
• Conduct timely and constructive performance evaluations.
• Manage discipline and termination of employees in alignment with company policies.

Qualifications:

Minimum Qualifications:

• Minimum of 3-5 years of administrative management experience.

• Experience in managing office staff and overseeing office operations.

Preferred Qualifications:

• Familiarity with dealership management systems (DMS) and office software (Microsoft Office Suite, Excel, etc.).
• Strong leadership and management skills with the ability to motivate and develop staff.
• Excellent organizational and multitasking abilities.
• Effective written and verbal communication skills.
• Strong financial acumen and knowledge of accounting/billing procedures.
• Ability to analyze and interpret financial and operational data.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and dealership management software.

Physical Demands:

• Frequently stands, walks, sits; uses hands; frequently reaches with hands and arms; frequently talks and hears.
• Occasionally climbs or balances; occasionally stoops, kneels, crouches, squats or crawls; occasionally lifts up to 15 pounds.
• Prolonged periods sitting at a desk and working on a computer.
• Must be able to access and navigate each department at the organization's facilities.

Environment/Noise :

• Work in both indoor and outdoor settings.
• May involve exposure to varying weather conditions
• Dealership setting.
• Typically sits at a desk or workstation.
• Climate controlled.
• Noise level is moderate.

Employee Benefits Include:

• Medical, Dental, & Vision Insurance
• Employer Paid Life Insurance
• Employer Paid AD&D
• 401k (with Employer match)
• Generous Vacation Package
• Inter-Company Transfers and Promotion Opportunities
• Tenure recognition and awards
• Vehicle Purchase Discount Program
• Vehicle Service Discount Program
• Golf Benefits at Maderas Golf Club (subject to qualification)

If you receive an offer of employment, it will be a conditional offer contingent on the successful completion of a pre-employment drug screen and background check.

Sunroad is committed to providing reasonable accommodations to qualified individuals with disabilities to ensure equal employment opportunities and access to all programs, services, and activities. If you require accommodations to participate in the application process or to perform the essential functions of the job, please contact the HR Department to discuss your needs confidentially. We will work with you to identify appropriate accommodations based on your specific circumstances and in compliance with applicable laws.

We are an Equal Opportunity Employer (M/F/D/V) and maintain a drug-free workplace. If you receive an offer of employment, it will be a conditional offer contingent on the successful completion of a pre-employment drug screen and background check.

Sunroad is an Equal Employment opportunity and Affirmative Action Employer. We are committed to providing equal opportunity in all of our employment practices, including selection, race (including traits historically associated with race such as hair texture and protective hairstyles such as braids, locks, and twists); religion; religious creed; religious dress/grooming; color; age (40 and over); sex; sexual orientation; gender; gender identity (meaning a person’s identification as male, female, a gender different from the person’s sex at birth, or transgender); gender expression (including a person’s gender-related appearance or behavior, whether or not stereotypically associated with the person’s sex at birth); national origin; ancestry; citizenship status; uniform service member status; military or veteran status; marital status; pregnancy; childbirth; medical conditions related to pregnancy, childbirth, or breast feeding; medical condition (including cancer related or HIV/AIDS related); handicap; physical disability; mental disability; genetic characteristics; genetic information; or any other protected status in accordance with the requirements of all federal, state and local laws. Our Equal Employment Opportunity Policy applies equally to interns and volunteers.

Founded in 1977, Sunroad Enterprises is a diversified holding company based in San Diego. Sunroad consists of three distinct divisions: Automotive, Real Estate and Maderas Golf. With successful ventures across multiple countries, we bring a strategic focus to seeing developments come to life. Sunroad Enterprises is one of the largest minority-owned businesses in San Diego and has earned numerous quality commendations from local, regional, and national organizations. Please visit our website to learn more about our endeavors and career opportunities:

Company Description

Founded in 1977, Sunroad Enterprises is a diversified holding company based in San Diego. Sunroad consists of three distinct divisions: Automotive, Real Estate and Maderas Golf. With successful ventures across multiple countries, we bring a strategic focus to seeing developments come to life. Sunroad Enterprises is one of the largest minority-owned businesses in San Diego and has earned numerous quality commendations from local, regional, and national organizations. Please visit our website to learn more about our endeavors and career opportunities:

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