Wholesales & Used Inventory Adminstrator

Irvine, CA

Position Purpose

The Wholesales & Inventory Administrator is responsible for processing paperwork and make all appropriate accounting entries for all vehicle purchases and wholesale transactions daily, in line with the organization’s, the manufacturer’s and legal and regulatory expectations and generally accepted business and accounting practices.

Essential Duties and Responsibilities

  • Responsible for auditing the paperwork, filing documents supporting sales and accounting entries, prepare reports on outstanding vehicle receivables including wholesale, and monitor transaction documents to ensure that all transactions are properly documented and conducted in line with generally accepted business and accounting practices.
  • Process all New and Used Vehicle Purchases and post all accounting entries;
  • Process all Dealer Trades and post all accounting entries.;
  • Process Internal Repair Orders and make sure that these documents are accurate and are all accounted for;
  • Process and balance commissions for sales personnel;
  • Remit aftermarket contracts and issue payment.
  • Monitor and ensure collection of past due accounts;
  • Prepare new, used and wholesale receivables report weekly;
  • Ensure that all new and used vehicle inventory information is accurate and up-to-date;
  • Payoff used vehicles purchased or Auto floor within 2 business days of receiving paperwork.
  • Stay current with all Manufacturer sales reporting information and pertinent product information;
  • Maintain current and accurate information on assigned General Ledger accounts (new, used and wholesale car inventory, receivables, vehicle payables and Aftermarket schedules
  • Assist in conducting and/or actively participate in annual and periodic audits of all financial records, systems and procedures;
  • Assist other personnel in retrieving documents and information either by computer assistance or by pulling hard copies;
  • Fill in for other personnel as needed;
  • Help maintain good housekeeping and safety of the business office;
  • Use all appropriate security measures and procedures to safeguard the organization’s assets;
  • Follow all policies and procedures for operations (organization and manufacturer);
  • Perform all other duties as may be assigned from time to time.
  • Adhere to work schedule and arrive at work before your scheduled start time and be at your work station productively engaged by the scheduled time.
  • Complies with all safety rules and use all appropriate safety and personal protection equipment as required
  • Exemplifies organizational culture and holds others in department accountable for doing the same.
  • Accomplishes all current and future tasks as appropriately assigned or requested.
  • Other related Receivables duties such as special projects as may be directed.