Irvine BMW

The Contract Administrator Position has a Pay Scale consisting of the following elements and ranges.  Wages include Base Hourly Compensation of between $25.00 and $28.00.

Position Purpose

The Contracts Administrator is responsible for processing vehicle sales paperwork and making 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 processing all paperwork and making all accounting entries for the transactions involving wholesales and all licensing paperwork in accordance with DMV regulations.

• Audit all car deals and ensure they meet compliance and ensure completeness and accuracy of paperwork. Follow up as needed

• Process trade-in paperwork including processing loan payoffs and equity checks in a timely manner.

• Verify DMV documentation including titles, are complete on trades/UC purchases

• Identify and rectify any differences between Sales and Accounting applications 

• Maintain current and accurate information on assigned General Ledger accounts (inventory, receivables, contracts in transit, due bill, lien payoffs, vehicle payables, incentives, reserves, commissions, vehicle payables, lien payoffs).

• Process all New and Used Vehicle Purchases and post all accounting entries

• Process all Dealer Trades and post all accounting entries.

• Process warranties cancelations; extended service policies, GAP insurance and aftermarket contracts and reconcile statements accordingly

• Reconcile accounts weekly and report discrepancies to appropriate department head.

• Monitor and ensure collection of past due accounts.

• Ensure that all new and used vehicle inventory information is accurate and up to date

• Research any tolls/violations and respond accordingly.

• Process release of liabilities for UC purchases, wholesales and lease returns.

• Payoff used vehicles purchased or Auto floor within 1 business day 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

• Assist in maintaining office organized and file when necessary

• 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 workstation 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 duties such as may be directed.