The posting
To learn more about us, please visit www.leadcar.com.
The Opportunity - Seeking A Dealership Office Manager
The office manager leads all accounting and administrative functions for LeadCar Honda Hamburg. This role records and reconciles the store’s financial transactions, and owns the accuracy of the monthly financial statement. As the store’s first-generation office manager, this leader is also responsible for designing and continuously improving the office’s processes and controls.
What We Offer: comprehensive benefits and competitive pay!
- Health insurance
- Dental insurance
- Vision insurance
- Supplemental benefit insurance, including life insurance, short- and long-term disability insurance, accident insurance and more!
- 401(k) retirement plan
- Paid Time Off
- Paid Holidays
- Employee discounts
- Continued training through the company
The Schedule: Monday to Friday, 8:00 a.m. To 5:00 p.m
Travel Requirements: this position does not require travel.
Job Type: full-time
Essential Duties and Responsibilities:
Build and Lead the Office
- Trains and supervises office personnel and provides constructive, ongoing feedback.
- Works with the president and general manager to analyze, design, document, and continuously improve office operations and procedures, building them to scale as the store grows.
- Partners with LeadCar shared services to implement group accounting policies, controls, and systems at the store.
- Compiles information and prepares reports as requested by management.
- Assists the all LeadCar directors and store president and general manager, and with various tasks and projects.
Deal Accounting And Vehicle Operations
- Ensures all vehicle sales (new, used, dealer trades, wholesales) are posted timely and accurately.
- Ensures all used vehicle purchases are recorded timely and accurately.
- Ensures vehicle incentives are verified within required dates; records and reconciles incentive payments; submits all incentive challenges within the timeframe and guidelines set by Honda.
- Manages vehicle floor plan payoffs, floor plans new and used vehicles as necessary, and works with floor plan representatives on audits.
- Ensures financial institution payoff checks for vehicle trade-ins are prepared timely and accurately.
- Maintains required finance product logs for all contracts sold and refunded; processes refunds timely and accurately and follows up on refund variances.
- Maintains monthly summaries (finance chargebacks, dealer trade profit/loss).
Titles And Registration
- Ensures all new and used vehicle registrations are complete with title/MSO and completes all title processing in accordance with Pennsylvania law and PennDOT requirements.
- Processes replacement title paperwork for trades as needed.
- Maintains a system for all outstanding title work and reports any missing or problem titles to the president and general manager.
Cash, Receivables, And Payables
- Ensures remote bank deposits are completed daily and accurately recorded.
- Controls dealership petty cash and maintains an accurate log; ensures parts and service cash registers are accurate.
- Reconciles cash flow daily. Manages cash flow by reviewing floor plan daily and ensuring floor plan policy is followed as directed by the director of finance and internal audit.
- Maintains the accuracy of, and follows up with respective managers on outstanding items for:
- Contracts-in-transit
- Vehicle receivables
- All factory and other receivables
- Ensures all parts tickets and service repair orders are posted daily.
- Monitors the accounts payable process to ensure department invoices are coded correctly and turned in timely to be posted and paid; directly performs payable work as necessary (e.g., special payables).
- Maintains accurate vendor w-9 files; prepares and files year-end 1099s.
- Ensures all Honda factory invoices related to the Honda parts statement are posted and reconciled monthly.
- Prepares monthly accounts receivable statements, ensures accuracy, and corrects control variances. Follows up on collection of past-due charge accounts, including filing small claims paperwork and completing the small claims process.
Month-End Close And Financial Reporting
- Responsible for recording all financial transactions for LeadCar Honda Hamburg and for the accurate representation of its financial statements.
- Owns an efficient month-end close, including preparation of month-end documents and the accuracy of the financial statement and underlying general ledger accounts.
- Maintains the accuracy of the following accounts/schedules and follows up on outstanding items and variances:
- Vehicle inventories
- Cash sales
- Work-in-process
- Vehicle payoffs and title work
- Various accrual accounts
- Floor plan
- Finance product accounts
- Updates and posts standard monthly entries.
- Prepares and files monthly Pennsylvania sales and use tax reports for fixed and variable operations.
Information Security And Confidentiality
- Protects and secures the confidentiality of all sensitive customer information encountered in the course of job duties.
- Serves as the company’s safeguards compliance officer (“SCO”) for LeadCar Honda Hamburg. The SCO shall have such responsibilities, duties, and authority as are:
- (a) set forth in each company’s information security program (the “ISP”); and/or
- (b) prescribed by each company’s “qualified individual” (as further described in each company’s isp) and/or any supervisor or other employee or agent of each company with authority to assign same.
Other
- Performs all other special projects and duties as assigned.
- Maintains a professional appearance.
Qualifications
Education and Experience
Required:
- An associate or bachelor’s degree in accounting or a related field.
- At least 3 to 5 years of full-cycle accounting experience, preferably in an inventory-heavy business (such as retail automotive) and a willingness to learn dealership accounting.
- Hands on experience processing payroll from start to finish, including quarterly & year-end filings.
Strongly Preferred
- Dealership accounting background with experience with a dealership management system (DMS), preferably DealerTrack.
- Pennsylvania title and registration experience.
Knowledge, Skills, And Abilities Required
- Ability to motivate others to work together toward common objectives.
- Builder’s mindset: comfortable creating structure where none exists, prioritizing what matters most, and improving processes over time.
- Demonstrates exemplary integrity, serving as a role model of trust and honesty and maintaining the highest professional standards.
- Maintains a personal demeanor consistent with the company’s culture, contributing to a positive, supportive work environment for all team members.
- Demonstrates efficiency and flexibility performing detailed tasks in a fast-paced environment with frequent interruptions, changing priorities, and multiple deadlines.
- Maturity in handling sensitive and confidential matters.
- Self-starter focused on problem analysis and resolution.
- Detail-oriented and committed to accuracy.
- Proficient in Microsoft office suite (word, excel, and outlook).
- Strong computer aptitude with the ability to learn new software.
- Excellent verbal and written communication skills.
- Excellent time management and organizational skills.
Why LeadCar?
LeadCar® is a family of automotive brands nestled in towns and cities across America at the forefront of automotive retail. At our stores throughout Wisconsin, Minnesota, New York and Pennsylvania, we lead with innovation. If we can make it easier to buy or maintain a car, we will. Whatever changes may come to automotive retail, we’ll be at the forefront.
LeadCar® believes our people, our franchise partners and our communities deserve the best, so we always strive to do our best, with the knowledge that different communities need different things. Our dealerships are built to fit local needs, and LeadCar® aims to be a resource, a friend and an important contributor to the fabric of the community.
LeadCar® Honda Hamburg is a brand-new Honda franchise (an “add point”) that opened in May of 2025. In close partnership with LeadCar systems, Inc., the central administration services and solutions backbone of LeadCar®, the office manager will continue to build the store’s accounting and administrative foundation: processes, controls, close calendar and team that will run the store for years to come.
We are an equal opportunity employer. all persons shall have the opportunity to be considered for employment without regard to actual or perceived race, color, religion, creed, sex, sexual orientation, gender identity or expression, national origin, age, ancestry, ethnicity, disability, pregnancy, citizenship, marital status, familial status, military or veteran status, genetic information, predisposing genetic characteristic, status as a victim of domestic violence, stalking and sex offenses, or any other status protected by applicable federal, state or local law.
We will endeavor to make reasonable accommodation/modification for the known physical or mental limitations of a qualified applicant with a disability to assist in the hiring process, unless the accommodation would impose an undue hardship on the operation of our business, in accordance with applicable federal, state and local law. If you believe you require such assistance to complete this form or to participate in the interview process, please contact human resources by calling 608-824-1355 or by emailing [email protected].
