Finance Administrative Assistant

Job Summary:

The Finance Administrative Assistant will oversee the daily finance procedures and compliance while communicating with F&I Contractors, Management and Admin regarding problems and solutions.

FLSA: Non- Exempt

COMPENSATION: $20 per hour plus bonus eligibility based on CIT and Vehicle Receivable status

Supervisory Responsibilities:

• None
  
  
  

Duties/Responsibilities:

• Review CIT and Vehicle Receivables daily and research any problem deals to get cleared up.
• FUNDING DELAYS - Check funding delays, ensure all delays are handled ASAP.
• This will include working directly with sales staff, managers, and admins
• Add emails to all deals, ensure we have correct contact information in the system.
• CIT - Keep all CIT Funding’s at 15 days or less - have answers readily available for any outstanding funding’s over 15 days - reports to sales managers.
• Vehicle Receivables - reviewing all money due from customers (this is for money down, cash deals, payments for products, etc)
• Communication with customers to retrieve funds in a timely manner
• Working with sales staff and managers to keep money rolling in when due
• Utilize United Tranzaction check guarantee system for payments when possible, to reduce credit card fees.
• Learn the system and implement the utilization of it.
• Direct communication with F&I contractors daily - they are each responsible for assisting with their CIT’s and keeping all fundings under 15 days.
• Set a weekly communication meeting with Finance Contractors, Title Clerk, Billing Clerk and yourself to discuss any outstanding issues and ensure the processes in place are working smoothly.
• Handling incoming phone calls - intercepting banks, customers, warranty/GAP issues to ensure we have a solid point of contact therefore increasing our customer satisfaction overall.
• COMPLIANCE - Assist in implementing compliance standards and checks for all aspects of every deal. Work with Dealertrack or any other necessary program/platform to bring compliance up to date.
• Thoroughly check every deal for compliance. Ensure that all necessary paperwork has been gathered, all signatures are in place, all mileage and VIN numbers are correct, etc. Complete deal by gathering such information, including but not limited to:
• Print missing forms
• Retrieve information from customers by fax/email/mail/person
• Ensure that the call sheet (aka funding sheet) is in deal and review stipulations, deal does not get billed unless stips are satisfied
• Turn deal into accounting office as soon as it is completed in finance.
• Work directly with admins to ensure all paperwork is complete and help with any necessary items after the deal is turned in
• Reserves: Review reserves on a monthly basis to review chargebacks for the department.
• Inform the contractors of any changes they need to make if over or under stating reserve expectations within the deal.
• Work directly with warranty administrator at month end to get all warranty/GAP/etc contracts handled to ensure payments go out in a timely manner and to keep the month end process running smoothly.
• Continuous training on paperwork, compliance, and organization within the finance department.
• Working directly with DealerTrack on implementing new features for the department, clearing up issues and handling the ordering of supplies as needed.
• Time off at month end payroll is not encouraged - all current month deals must be turned in by the first working day of the following month by 10am.
• Close out is pertinent, and deals flowing into the office throughout the month is necessary to ensure payroll close out it a smooth process.
  
  
  

Required Skills/Abilities:

• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Thorough understanding of financing principles, practices, and policies.
  
  
  

Education and Experience:

• Minimum of 1 year experience in an automotive financial position preferred but not required.
• Minimum of 1 year in an administrative position preferred but not required.
  
  
  

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 20 pounds at time.
  
  
  

This job description is not all inclusive and is subject to future review and change. This is not an employment contract. Employment is at will and can be terminated by either party.